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Home My Public Portal About02.21.2023 City Council Meeting Packet Posted 2/17/2023 Page 1 of 2 AGENDA FOR THE REGULAR MEETING OF THE MEDINA CITY COUNCIL Tuesday, February 21, 2023 7:00 P.M. Medina City Hall 2052 County Road 24 I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. MOTION TO DELEGATE DUTIES TO PRESIDE OVER THE MEETING TO COUNCIL MEMBER ALBERS IV. ADDITIONS TO THE AGENDA V. APPROVAL OF MINUTES A. Minutes of the February 7, 2023, Regular City Council Meeting VI. CONSENT AGENDA A. Approve Renewal of Consumption and Display Permit for American Legion Post 394 B. Approve Updated Police Sergeant Job Description and Authorize Internal Recruitment for the Police Sergeant Position C. Approve Brush Grinding Service Agreement with YTS Clearing D. Approve Court Surface Services Agreement with C&H Sport Surfaces E. Approve Street Striping Services Agreement with Sir Lines-A-Lot F. Approve Mill and Paving Services Agreement with GMH Asphalt Corporation G. Approve Curb and Concrete Installation Services Agreement with Schmidt Curb Co. H. Approve Seal Coating Services Agreement with Pearson Brothers, Inc. I. Approve Municipal State Aid Route Addition Request VII. COMMENTS A. From Citizens on Items Not on the Agenda B. Park Commission C. Planning Commission VIII. PRESENTATION A. State Senator Warren Limmer IX. NEW BUSINESS A. Clydesdale Trail Pavement Rehabilitation Project – Improvement Hearing 1. Resolution Ordering Project, Approving Plans and Specifications, and Authorizing the Advertisement for Bids B. 2023 Road Project Feasibility Reports 1. Cheyenne Trail 2. Foxberry Farms 3. Meadowwoods Trail & Cherokee Road 4. Medina Highlands & Clydesdale Trail East 5. Pinto Drive (South of Hamel Road) C. Arul Jothi Ramalingam – Lot Combination – 562 Hwy 55 and Tract C 1. Resolution Approving Lot Combination of 562 Highway 55 and Adjacent Tract D. Fee Schedule Update 1. Ordinance Adopting an Amended Fee Schedule Meeting Rules of Conduct to Address the City Council: • Fill out & turn in comment card • Give name and address • Indicate if representing a group • Limit remarks to 3-5 minutes Mayor Kathleen Martin will participate in the meeting virtually from Catalina Mountain Views Inn, 365 E 4 Horses Circle, Tucson, AZ 85704 Posted 02/17/2023 Page 2 of 2 Page 2 of 2 2. Resolution to Publish Ordinance by Title and Summary X. CITY ADMINISTRATOR REPORT XI. MAYOR & CITY COUNCIL REPORTS XII. APPROVAL TO PAY BILLS XIII. ADJOURN MEMORANDUM TO: Medina Mayor and City Council FROM: Scott Johnson, City Administrator DATE OF REPORT: February 15, 2023 DATE OF MEETING: February 21, 2023 SUBJECT: City Council Meeting Report VI. CONSENT AGENDA A. Approve Renewal of Consumption and Display Permit for American Legion Post 394 – All required paperwork and fees have been submitted. Staff recommends approval. B. Approve Updated Police Sergeant Job Description and Authorize Internal Recruitment for the Police Sergeant Position – Staff has updated the job description to include additional duties. Staff requests approval to internally post the Police Sergeant Position. Staff recommends approval. See attached memo and job description. C. Approve Brush Grinding Agreement with YTS Clearing – Staff recommends approval of the 2023 brush grinding agreement. See attached memo and agreement. D. Approve Court Surface Services Agreement with C&H Sport Surfaces – Staff recommends approval of the 2023 court surface services agreement. See attached memo and agreement. E. Approve Street Striping Services Agreement with Sir Lines-A-Lot Clearing – Staff recommends approval of the 2023 street striping services agreement. See attached memo and agreement. F. Approve Mill and Paving Services Agreement with GMH Asphalt Corporation – Staff recommends approval of the 2023 mill and paving services agreement. See attached agreement. G. Approve Curb and Concrete Installation Services Agreement with Schmidt Curb Co. – Staff recommends approval of the 2023 curb and concrete installation services agreement. See attached agreement. 2 H. Approve Seal Coating Services Agreement with Pearson Brother, Inc. – Staff recommends approval of the 2023 seal coating services agreement. See attached agreement. I. Approve Municipal State Aid Route Addition Request – The City is allowed to designate up to 20% of the road miles owned and maintained by the City to be eligible for funding from the State of Minnesota through the Municipal State Aid (MSA) system. As more streets are constructed within the City, the mileage which the City can designate increases. Amendments to the City’s MSA routes are required to be submitted by February 28th each year. Staff recommends designating the 0.26 mile segment of Tamarack Drive between Meander Road and Highway 55 as a state-aid route. See attached memo and map. VIII. PRESENTATION A. State Senator Warren Limmer – Senator Warren Limmer has requested time on the agenda to provide an update to the City Council regarding the 2023 Legislative Session. IX. NEW BUSINESS A. Clydesdale Trail Pavement Rehabilitation Project – Improvement Hearing – The Clydesdale Trail Pavement Rehabilitation project was initiated as a part of the City’s capital improvement planning. On February 7, 2023, the City Council adopted a resolution setting the date to hold the Improvement Hearing on February 21, 2023. The proposed project consists of a pavement mill/overlay of the pavement surface along Clydesdale Trail from roughly 100 feet east of the City’s public works driveway to the intersection at County Road 101. There are also sections of the existing concrete curb, spot bituminous trail repairs, the replacement of a section of bituminous trail along CR 101, and pedestrian curb ramps that would be replaced with the project. The total estimated project cost is $518,000. Potential Motion: Motion to adopt resolution ordering the Clydesdale Trail pavement rehabilitation project, approving plans and specifications, and authorizing the advertisement for bids. B. 2023 Road Project Feasibility Reports – The 2023 CIP for street improvements includes an overlay for Cheyenne Trail, Foxberry Farms, Meadowwoods Trail & Cherokee Road, Medina Highlands & Clydesdale Trail East, and Pinto Drive (South of Hamel Road). The projects fall under our assessment policy as a residential street assessed at a rate of 50% of the total cost. The report for each of the projects is included in the packet with a complete cost detail and assessment area map, along with a resolution for each project to accept the feasibility report and call for the public assessment hearings on April 18, 2023. 3 Potential Motions: 1. Motion to adopt resolution receiving the feasibility report and calling for public hearings on the Cheyenne Trail street improvement project and levying special assessments for same. 2. Motion to adopt resolution receiving the feasibility report and calling for public hearings on the Foxberry Farms area street improvement project and levying special assessments for same. 3. Motion to adopt resolution receiving the feasibility report and calling for public hearings on the Meadowwoods Trail and Cherokee Road street improvement project and levying special assessments for same. 4. Motion to adopt resolution receiving the feasibility report and calling for public hearings on the Medina Highlands and Clydesdale Trail East street improvement project and levying special assessments for same. 5. Motion to adopt resolution receiving the feasibility report and calling for public hearings on the Pinto Drive (S of Hamel Rd) street improvement project and levying special assessments for same. C. Arul Jothi Ramalingam – Lot Combination – 562 Hwy 55 and Tract C – Arul Jothi Ramalingam has requested approval of a lot combination of two adjacent parcels into a single parcel. The subject property is 562 Highway 55 and Tract C, a 16.5’ wide strip of property to the east. The subject property is located north of Highway 55, west of the Medina Entertainment Center. The property includes a single-family home and shed. Tract C includes a driveway which provides access to the property to the north via a recorded driveway easement. Potential Motion: Move to adopt the resolution approving a lot combination as attached to the staff report. D. Fee Schedule Update – The proposed amended fee schedule adds hourly fee for Police Officer time when requested in court for civil matters and adjusts the sewer connection fee for the Willow Lift Station Service area due to price increases in construction costs. Potential Motions: 1. Motion to adopt ordinance amending the 2023 fee schedule 2. Motion to adopt resolution authorizing publication of ordinance amending the fee schedule by title and summary. XII. APPROVAL TO PAY BILLS Recommended Motion: Motion to approve the bills, EFT 006721E-006734E for $56,266.09, and order check numbers 053986-054034 for $823,529.50, payroll EFT 0512506-0512536 for $62,190.68. 4 INFORMATION PACKET: • Planning Department Update • Police Department Update • Public Works Department Update • Claims List Medina City Council Meeting Minutes February 7, 2023 1 DRAFT 1 2 MEDINA CITY COUNCIL MEETING MINUTES OF FEBRUARY 7, 2023 3 4 The City Council of Medina, Minnesota met in regular session on February 7, 2023 at 5 7:00 p.m. in the City Hall Chambers. Mayor Martin presided. 6 7 I. ROLL CALL 8 9 Members present: Cavanaugh, DesLauriers, Martin, and Reid (arrived at 7:20 p.m.). 10 11 Members absent: Albers. 12 13 Also present: City Administrator Scott Johnson, City Clerk Caitlyn Walker, Attorney 14 Dave Anderson, Finance Director Erin Barnhart, City Engineer Jim Stremel, City 15 Planning Director Dusty Finke, Public Works Director Steve Scherer, and Police 16 Sergeant Kevin Boecker. 17 18 II. PLEDGE OF ALLEGIANCE (7:00 p.m.) 19 20 III. ADDITIONS TO THE AGENDA (7:00 p.m.) 21 The agenda was approved as presented. 22 23 IV. APPROVAL OF MINUTES (7:00 p.m.) 24 25 A. Approval of the January 17, 2023 Regular City Council Meeting Minutes 26 Moved by Cavanaugh, seconded by DesLauriers, to approve the January 17, 2023 27 regular City Council meeting minutes as presented. Motion passed unanimously. 28 29 V. CONSENT AGENDA (7:01 p.m.) 30 31 A. Approve Election Equipment Lease Agreement with Hennepin County 32 B. Approve Amended and Restated License Agreement for Collection and 33 Disposal of Residential Solid Waste, Recyclables, and Compostables with 34 Randy’s Sanitation LLC 35 C. Approve Resolution Supporting Corridors of Commerce Funding Request 36 to Resurface Highway 55 from CR 118 to CR 19, with Two-Lane to Four-37 Lane Expansion 38 D. Approve Plans and Specs and Authorize Bidding for Willow Drive Lift 39 Station 40 E. Approve Resolution Calling Hearing on Improvement for Clydesdale Trail 41 F. Approve Hiring of Planning and Permit Technician 42 G. Approve Road Materials and Equipment Bids 43 H. Approve Updated Safety Manual 44 Martin thanked Randy’s Sanitation and the City Attorney for working together to draft the 45 new contract. She appreciated the service the company provides. 46 47 Moved by Cavanaugh, seconded by DesLauriers, to approve the consent agenda. 48 Motion passed unanimously. 49 50 Medina City Council Meeting Minutes February 7, 2023 2 VI. COMMENTS (7:03 p.m.) 1 2 A. Comments from Citizens on Items not on the Agenda 3 There were none. 4 5 B. Park Commission 6 Park Commissioner Morrison reported that the Commission met in January to develop 7 its priorities for the year. She reviewed the projects proposed, or that will be completed, 8 during 2023. 9 10 DesLauriers referenced the resurfacing of the tennis courts and asked for more details. 11 12 Scherer reported that the resurfacing will occur at Legion Park. 13 14 DesLauriers stated that perhaps conversion for pickleball/tennis courts is considered 15 when it is time to resurface courts. 16 17 C. Planning Commission 18 Finke reported that the Commission will not be meeting in February because of a lack of 19 agenda items. He noted that the Cates Industrial Park proposal and some other items 20 may come forward to the Planning Commission at its March meeting. 21 22 VII. PRESENTATIONS 23 24 A. Resolution Recognizing Finance Director Erin Barnhart for 15 Years of 25 Service (7:07 p.m.) 26 Martin read the draft resolution recognizing Barnhart for 15 years of service to the City of 27 Medina. 28 29 Moved by Martin, seconded by Cavanaugh, to adopt the Resolution Recognizing 30 Finance Director Erin Barnhart for 15 Years of Service to the City of Medina. Motion 31 passed unanimously. 32 33 Johnson commented that Barnhart does a phenomenal job and commented on how she 34 had worked her way up in the organization to this position over the years. 35 36 Martin expressed appreciation on behalf of the Council. She noted that it has been great 37 watching Barnhart move her way up to the position and flourish in that position. 38 39 VIII. OLD BUSINESS 40 41 A. Loram and Scannell Preliminary Plat and Site Plan Review (7:12 p.m.) 42 Johnson introduced the request for preliminary plat and site plan review for the Loram 43 and Scannell project. He noted that the Council reviewed details at its second January 44 meeting and directed staff to prepare documents of approval with additional direction 45 related to park dedication. He stated that the final determination on park dedication 46 would occur at the time of final plat as those details are still being worked out. 47 48 Cavanaugh referenced the petition of waiver for Tamarack and asked for more details. 49 50 Medina City Council Meeting Minutes February 7, 2023 3 Finke stated that the property not being developed on the north side did not enter into a 1 petition and waiver. He stated that petition and waiver was also not done for the 2 townhome project. He stated that for Meander Park and Boardwalk, there was a 3 condition that indicated a petition and waiver, which will be a part of the final plat. He 4 noted that in this case a condition is recommended that any improvements for the 5 eastern lot would need to be deferred until development of that property. He 6 commented that would include traffic control improvements necessary for Tamarack 7 Drive to be constructed along with actual development of that lot. 8 9 Cavanaugh commented that this would seem to provide an opportunity to have the 10 petition and waiver, as there is already an assigned amount for this property shown on a 11 spreadsheet rather than having the City fund improvements and recoup costs later. 12 13 Finke stated that could be done at final plat, if desired. He stated that staff anticipated 14 that would be deferred until actual development of the site, but that language could be 15 strengthened within a condition of preliminary plat. 16 17 Anderson commented that there is language within the preliminary plat that mentions 18 development of the eastern property could not occur until Tamarack is addressed. He 19 stated that there are multiple ways to accomplish that, and the appropriate time would be 20 final plat. 21 22 Cavanaugh commented that he could leave that discussion for final plat. 23 24 Finke commented that if the City would be considering a petition and waiver at the time 25 of final plat, perhaps it would be easier to add that language in the preliminary plat. He 26 stated if the City decides not to use petition and waiver, it would be easier to remove that 27 from final plat than to add it later. He suggested adding the language in condition 12. 28 29 Anderson noted that the language could mirror the language used for Medina Park and 30 Boardwalk. He agreed that it would be cleaner to add the language now rather than 31 adding it at final plat. He provided suggested language to be added to condition 12. 32 33 Reid arrived. 34 35 1. Resolution Granting Preliminary Plat Approval 36 Moved by Cavanaugh, seconded by Martin, to adopt the resolution granting preliminary 37 plat approval for Loram Industrial Addition with the additional language for condition 12 38 as discussed. Motion passed unanimously. 39 40 2. Resolution Granting Site Plan Review and Conditional Use Permit 41 Moved by Cavanaugh, seconded by Martin, to adopt the resolution granting site plan 42 review and conditional use permit for Loram Industrial Addition. Motion passed 43 unanimously. 44 45 IX. NEW BUSINESS 46 A. Hamel Townhomes (7:22 p.m.) 47 DesLauriers recused himself from this item. 48 49 Johnson stated that the applicant has requested additional time to record the plat until 50 August 11th of 2023. 51 Medina City Council Meeting Minutes February 7, 2023 4 1 Martin noted that often this action is done via the Consent Agenda, but DesLauriers 2 needed to recuse himself. 3 4 1. Resolution Granting Extension of Time to Record Hamel 5 Townhomes Plat; Amending Resolution No. 2022-64 6 Moved by Cavanaugh, seconded by Martin, to adopt resolution granting extension of 7 time to record Hamel Townhomes plat; amending resolution No. 2022-64. Motion 8 passed unanimously. 9 10 DesLauriers rejoined the Council. 11 12 X. CITY ADMINISTRATOR REPORT (7:23 p.m.) 13 Johnson stated that staff will attempt to schedule the requested meeting with Medina 14 restaurants in early May. 15 16 Sergeant Boecker provided an update on the ECMO vehicle. He noted that the vehicle 17 is being housed at the Edina Fire Department at this time during the trial period and 18 once completed the goal would be to roll out the program more broadly. He stated that 19 the City did receive nine AED units through the grant program. 20 21 XI. MAYOR & CITY COUNCIL REPORTS (7:26 p.m.) 22 No comments. 23 24 XII. APPROVAL TO PAY THE BILLS (7:26 p.m.) 25 Moved by DesLauriers, seconded by Reid, to approve the bills, EFT 006687E-006720E 26 for $1,138,518.83, order check numbers 053914-053985 for $495,292.03, and payroll 27 EFT 0512441-0512505 for $135,443.90. Motion passed unanimously. 28 29 XIII. CLOSED SESSION: CONSIDER OFFERS TO PURCHASE RIGHT-OF-WAY 30 EASEMENTS ON PROPERTY LOCATED AT 435, 545, 565, 625, AND 655 31 HACKAMORE ROAD AND HENNEPIN COUNTY PID 0111823220003 32 PURSUANT TO MINN. STAT. 13D.05, SUBD. 3(c)(3) 33 Moved by Martin, seconded by DesLauriers, to adjourn the meeting to closed session at 34 7:28 p.m. to consider offers to purchase right-of-way easements on property locates at 35 435, 545, 565, 625, and 655 Hackamore Road and Hennepin County PID 36 0111823220003 pursuant to Minn. Stat. 13D.05, Subd. 3(c)(3). Motion passed 37 unanimously. 38 39 The meeting returned to open session at 7:45 p.m. 40 41 XIV. ADJOURN 42 Moved by Cavanaugh seconded by Reid, to adjourn the meeting at 7:46 p.m. Motion 43 passed unanimously. 44 __________________________________ 45 Kathy Martin, Mayor 46 Attest: 47 48 ____________________________________ 49 Caitlyn Walker, City Clerk 50 1 TO: Medina City Council FROM: Caitlyn Walker, City Clerk/Assistant to City Administrator DATE OF REPORT: February 10, 2023 DATE OF MEETING: February 21, 2023 SUBJECT: Authorization to Post for Police Sergeant Position The City Council approved the addition of a second Police Sergeant with the 2023 budget. Staff recommends updating the job description to include duties related to fleet maintenance, supervision of body/squad/gun cameras, and supervision of the evidence room. Staff requests City Council authorization to begin the internal process to promote a current officer to the Sergeant position with a position effective date of July 1, 2023. Recommendation Approve updated job description and authorize staff to begin the recruitment process to promote an internal officer to the Sergeant position. MEMORANDUM Agenda Item #6B City of Medina Position Description POLICE SERGEANT City Council Approved: 02/15/2011 02/21/2023 Position Title: Police Sergeant Department: Police Department Supervisor’s Title: Police Chief Pay Grade: 8 FLSA Status: NON-EXEMPT Work Status: Full-time PRIMARY OBJECTIVE OF POSITION Provides leadership and supervision to assigned officers and personnel in a manner consistent with the mission and goals of the Medina Police Department. Ensures effective and efficient delivery of law enforcement services to the residents of Medina and Loretto. Works directly with citizens and staff to resolve problems/conflicts in a manner that commands public respect and confidence at all times. Performs all the essential duties and responsibilities of patrol officer. During the absence of the chief, the sergeant shall be designated as the officer in charge of the Department. ESSENTIAL FUNCTIONS OF POSITION  Informs Chief of Police of all pertinent matters through daily activity reports and regular intradepartmental communications.  Communicates internally with administrative staff, public works, fire employees, and City Attorney; and, externally with Hennepin County law enforcement, judicial and social services personnel, area police departments, state and federal law enforcement agencies, business people, City visitors, and residents.  Supervision: Assumes responsibilities for the direction and supervision of patrol and investigations services. Manages and directs all resource allocation for assigned operations area, including scheduling, training, supervision and special assignments. Guides the activities and work of patrol officers and ensures effective use of all available working hours by each officer. Maintains a favorable working climate for department members. Evaluates performance of each patrol officer assigned and report training needs or ability deficiencies that need to be corrected. Provides council to motivate and commend good performance as justified. Initiates disciplinary action when justified. Reviews log sheets and approves reports prepared by officers, ensuring that they are timely, accurate and complete. Ensures proper use and maintenance of equipment.  Investigation: Conducts and/or oversees investigations including crime scene processing, interview and interrogation, statements, search warrant preparation, case organization and court preparation.  Training and Development: Fosters competence and facilitates development of all subordinates. Ensures that all patrol officers have knowledge of Federal, state and local laws; interpretation and application (case law). Ensures that each officer has knowledge of procedures and techniques for legally and safely detaining, searching and arresting suspects.  Develops subordinates by encouraging them to take responsibility for various operations and special projects. Assist subordinates by procuring equipment, training and by removing obstacles. Identified needs of department and subordinates through monitoring of individual experience, abilities and performance observations. Indicates problems especially in important tasks.  Planning and Coordination: Participates in short term and long range planning to set and achieve organizational goals. Receives and organizes information regarding public safety hazards, trends, resources and changes which might affect resource allocation and/or officer performance; formulates assignments and responsibilities. Participate in budget preparation. Defines areas of individual accountability, selects strategies for monitoring and evaluating effectiveness, develops back up plans.  Command: Maintains contact with radio in order to provide assistance and support to patrol. Assists first responding officers with command and coordination of incidents when needed. Assumes command and coordination of personnel, equipment, traffic and communications.  Fleet Maintenance: Assumes responsibility for the procurement and maintenance of police vehicles and other equipment.  Body/Squad/Gun Camera: Supervises all aspects of the camera systems. Ensures departmental compliance with relevant policies and procedures. OTHER DUTIES AND RESPONSIBILITIES  Perform other related duties as delegated by the Chief of Police. City Council Approved: 02/15/2011 02/21/2023  Provides good working habits and a willingness to cooperate with others and contribute in a positive way to a pleasant working climate. HIRING AND PERFORMANCE ASSESSMENTS WILL INCLUDE THE FOLLOWING KNOWLEDGE, SKILLS, AND ABILITIES:  Knowledge to establish and maintain effective working relationships with public and enforcement officials, other employees and the general public.  Knowledge of theories, principles and practices of modern police science, technology and administration.  Knowledge of department policies, rules and regulations, and of controlling laws, ordinances and court decisions, or the ability to acquire such knowledge in a relatively short period of time.  Knowledge of the geography of the City and local areas, the resources available for disaster and other emergencies, or the ability to acquire this knowledge in a relatively short period of time.  Knowledge of the use of police records and their application to police administration, planning and problem solving.  Knowledge of the organization and function of the County, State and Federal enforcement, regulatory and licensing agencies.  Ability to plan, schedule, supervise and review the work and performance of subordinates in a manner conducive to full performance and high morale.  Ability to prepare and direct the preparation of comprehensive reports, departmental materials, correspondence and programs of police service.  Ability to express ideas clearly and concisely, orally and in writing. MINIMUM REQUIREMENTS  Associate’s degree in law enforcement and completion of skills training.  Possession of or ability to obtain an appropriate valid Minnesota driver’s license.  Licensed Peace Officer in the State of Minnesota.  Five years experience as a Police Officer in local government.  Two years experience as a Medina Police Officer.  Superior written and oral communication skills.  Decisive individual who clearly communicates decisions and directions. DESIRABLE QUALIFICATIONS  Experience working in a variety of assignments as a Police Officer (FTO, School Liaison, Investigator, supervisor, firearms instructor, etc.).  Projects a leadership style characterized by confidence, energy and enthusiasm.  Standard of excellence that sets the tone for the department.  Good public speakers, capable or projecting a positive images.  Good listener, capable of empathizing with the concerns of department staff, other city employees and community residents.  Associates or Bachelor’s degree in Law Enforcement or related field.  Management Training. SUPERVISION OF OTHERS Supervises Patrol Officers, Investigations, Community Service Officers and volunteers of the Medina Police Department. Supervises the evidence room and evidence room personnel. WORKING CONDITIONS Work is performed both indoor at the Police Department and in the field. The exceptions include response to emergency, police or fire incidents and trips to meetings, training, and conferences. Generally, the position requires light lifting, usually less than 10 pounds, with up to 150 pounds on occasion, climbing stairs/ladders, and performing life-saving and rescue procedures. Some hazardous materials or chemicals are exposed to on this job, including toxic materials, blood borne pathogens and other infectious environments. Other hazardous conditions may include having to deal with unruly or dangerous individuals, confined or high work spaces, dangerous animals, loud noises, emergency driving, unsafe City Council Approved: 02/15/2011 02/21/2023 building sites and deadly force, traffic control and working in and near traffic, inclement weather, and natural or man-made disasters. 1 TO: Medina Mayor and City Council FROM: Steve Scherer, Public Works Director DATE: February 13, 2023 MEETING: February 21, 2023 SUBJECT: Brush Grinding Service Agreement Summary The City of Medina contracted YTS Clearing for brush grinding services in 2022; we are happy with their timely responses and quality work. YTS Clearing has agreed to hold their contract pricing again, through 2023. Staff Recommendation Extend the Brush Grinding Services Agreement with YTS Clearing, at a rate of $1,350.00 for Mobilization, Peterson Horizontal Grinder hourly rate of $400.00 with and 8-hour minimum charge ($3,200.00), based off actual equipment hours, and for Volvo EC250 Excavator hourly rate of $100.00 with an 8-hour minimum charge ($800.00), based off actual equipment hours. Under the specific direction of the Public Works Director, the Contractor will be compensated at a rate of $300.00 per 100-yard load for waste hauled away. Upon completion of the work invoice(s) shall include date of service and quantity in cubic yards. Attachments • Brush Grinding Service Agreement MEMORANDUM Agenda Item #6C 1 BRUSH GRINDING AND COMPOST REMOVAL SERVICES AGREEMENT This Agreement is made this 21st day of February 2023, by and between YTS Clearing, 11720 Brockton Lane N, Maple Grove, MN 55369-9326, a Minnesota corporation (the “Contractor”) and the City of Medina, a Minnesota municipal corporation (the “City”). Recitals 1. The City has been authorized to enter into a contract for brush grinding services and compost removal; and 2. The City has approved the contract for brush grinding services and compost removal with the Contractor; and 3. The parties wish to define the scope of services and terms of their agreement. NOW, THEREFORE, the City and the Contractor agree as follows: Terms 1.0 SCOPE OF SERVICES. The Contractor will perform brush grinding services and compost removal for the City as directed by the Public Works Director. 2.0. TERM. The term and prices of this contract shall remain in effect from February 21, 2023, through December 30, 2023, or until such later date as may be mutually agreed upon. 3.0. COMPENSATION. The City shall compensate the Contractor at a rate of $1,350.00 for Mobilization, Peterson Horizontal Grinder hourly rate of $400.00 with and 8-hour minimum charge ($3,200.00), based off actual equipment hours, and for Volvo EC250 Excavator hourly rate of $100.00 with an 8-hour minimum charge ($800.00), based off actual equipment hours. Under the specific direction of the Public Works Director, the Contractor will be compensated at a rate of $300.00 per 100-yard load for waste hauled away. Upon completion of the work invoice(s) shall include date of service and quantity in cubic yards. 4.0 INDEPENDENT CONTRACTOR. 4.01 Both the Contractor and the City acknowledge and agree that the Contractor is an independent contractor and not an employee of the City. Any employee or subcontractor who may perform services for the Contractor in connection with this Agreement is also not an employee of the City. The Contractor understands that the City will not provide any benefits of any type in connection with this Agreement, including but not limited to health or medical insurance, worker’s compensation insurance and unemployment insurance, nor will the City withhold any state or federal taxes, including income or payroll taxes, which may be payable by the Contractor. 4.02 The Contractor will supply and use its own equipment and tools to complete the services under this Agreement. The disposal site will be closed during grinding operations. 2 4.03 The Contractor acknowledges that any general instruction it receives from the City has no effect on its status as an independent contractor. 5.0 INSURANCE. The Contractor will maintain adequate insurance to protect itself and the City from claims and liability for injury or damage to persons or property for all work performed by the Contractor and its respective employees or agents under this Agreement. The Contractor shall name the City as an additional insured under its commercial general liability policy in limits acceptable to the City. Prior to performing any services under this Agreement, the Contractor shall provide evidence to the City that acceptable insurance coverage is effective. 6.0 WORKER’S COMPENSATION. 6.01 The Contractor will comply with the provisions of the Minnesota worker’s compensation statute as an independent contractor before commencing work under this Agreement. 6.02 The Contractor will provide its own worker’s compensation insurance and will provide evidence to the City of such coverage before commencing work under this Agreement. 7.0 INDEMNIFICATION. The Contractor will hold harmless and indemnify the City, its officers, employees, and agents, against any and all claims, losses, liabilities, damages, costs and expenses (including defense, settlement, and reasonable attorney’s fees) for claims as a result of bodily injury, loss of life, property damages and any other damages arising out of the Contractor’s performance under this Agreement. 8.0 PAYMENT AND PERFORMANCE BOND. The Contractor may be asked to provide a Payment and Performance Bond to the City at no additional cost to the City. 9.0 APPLICABLE LAW. The execution, interpretation, and performance of this Agreement will, in all respects, be controlled and governed by the laws of Minnesota. 10.0 ASSIGNMENT. The Contractor may not assign this Agreement or procure the services of another individual or company to provide services under this Agreement without first obtaining the express written consent of the City. 11.0 ENTIRE AGREEMENT; AMENDMENTS. This Agreement constitutes the entire Agreement between the parties, and no other agreement prior to or contemporaneous with this Agreement shall be effective, except as expressly set forth or incorporated herein. Any purported amendment to this Agreement is not effective unless it is in writing and executed by both parties. 12.0 NO WAIVER BY CITY. By entering into this Agreement, the City does not waive its entitlement to any immunity under statute or common law. 13.0 TERMINATION. Either party may terminate this Agreement at any time, for any reason. If the contract is terminated early, the City will pay a prorated fee for the services performed to date in that calendar year. 3 IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year written above. CITY OF MEDINA By _____________________________ Kathleen Martin, Mayor By ______________________________ Caitlyn Walker, City Clerk YTS Clearing (CONTRACTOR) By ______________________________ 1 TO: Medina Mayor and City Council FROM: Steve Scherer, Public Works Director DATE: February 13, 2023 MEETING: February 21, 2023 SUBJECT: Court Surface Services Agreement Summary In February 2022 the City contracted C&H Sport Surfaces, Inc. to color coat tennis and pickleball courts at Hunter Lions and Hamel Legion Parks. Because of delays due to lead- time issues the courts were not coated. After obtaining current bids, C&H remains the lowest bid. C&H Sport Surfaces Tennis West Hamel Legion Tennis Court $14,995.00 $16,300.00 Hunter Pickleball & Tennis Courts $13,450.00 $14,995.00 Hamel Legion Basketball Court $4,995.00 NB Staff Recommendation Extend the Court Surface Color agreement with C&H Sport Surfaces, Inc., for $12,900.00 for acrylic color surface color installation and $550.00 for saw cutting and filling of control joints at one tennis court and four pickleball courts located at Hunter Lions Park, and $19,950.00 for acrylic color surface color installation at one tennis court and one basketball court located at Hamel Legion Park. Attachments • Court Surfacing Agreement • Exhibit A – C&H Sports Surfaces, Inc Proposal MEMORANDUM Agenda Item #6D COURT SURFACE COLOR INSTALLATION AGREEMENT This Agreement is made this 21st day of February 2023, by and between C & H Sport Surfaces, Inc. 2312 Seurer Street, New Market, MN 55054, a Minnesota corporation (the “Contractor”) and the City of Medina, a Minnesota municipal corporation (the “City”). Recitals 1. The City has been authorized to enter into a contract for court surface color installation; and 2. The City has approved the contract for court surface color installation with the Contractor; and 3. The parties wish to define the scope of services and terms of their agreement. NOW, THEREFORE, the City and the Contractor agree as follows: Terms 1.0 SCOPE OF SERVICES. The Contractor will perform court surface color installation for the City. “Court Surface Color Installation” will consist of the Acrylic Color Surfacing Process, at Hunter Lions Park and Hamel Legion Park in accordance with the attached Exhibit A. 2.0. TERM. The term of this contract will be from February 21, 2023 to October 31, 2023. 3.0 COMPENSATION. The City shall compensate the Contractor $12,900.00 for acrylic color surface color installation and $550.00 for saw cutting and filling of control joints at one tennis court and four pickleball courts located at Hunter Lions Park, and $19,950.00 for acrylic color surface color installation at one tennis court and one basketball court located at Hamel Legion Park, as defined in the Scope of Services above and approved by the Public Works Director. The Public Works Director will have discretion to approve additional services, in accordance with the Scope of Services above, and attached Exhibit A. 3.01 The Contractor shall pay for all licenses and permits. These costs shall be included in the bid cost in accordance with the attached Exhibit A. 4.0 INDEPENDENT CONTRACTOR. 4.01 Both the Contractor and the City acknowledge and agree that the Contractor is an independent contractor and not an employee of the City. Any employee or subcontractor who may perform services for the Contractor in connection with this Agreement is also not an employee of the City. The Contractor understands that the City will not provide any benefits of any type in connection with this Agreement, including but not limited to health or medical insurance, worker’s compensation insurance and unemployment insurance, nor will the City withhold any state or federal taxes, including income or payroll taxes, which may be payable by the Contractor. 4.02 The Contractor will supply and use its own equipment, tools, and materials to complete the services under this Agreement. 4.03 The Contractor acknowledges that any general instruction it receives from the City has no effect on its status as an independent contractor. 5.0 INSURANCE. The Contractor will maintain adequate insurance to protect itself and the City from claims and liability for injury or damage to persons or property for all work performed by the Contractor and its respective employees or agents under this Agreement. The Contractor shall name the City as an additional insured under its general liability policy in limits acceptable to the City. Prior to performing any services under this Agreement, the Contractor shall provide evidence to the City that acceptable insurance coverage is effective. 6.0 WORKER’S COMPENSATION. 6.01 The Contractor will comply with the provisions of the Minnesota worker’s compensation statute as an independent contractor before commencing work under this Agreement. 6.02 The Contractor will provide its own worker’s compensation insurance and will provide evidence to the City of such coverage before commencing work under this Agreement. 7.0 INDEMNIFICATION. The Contractor will hold harmless and indemnify the City, its officers, employees, and agents, against any and all claims, losses, liabilities, damages, costs and expenses (including defense, settlement, and reasonable attorney’s fees) for claims as a result of bodily injury, loss of life, property damages and any other damages arising out of the Contractor’s performance under this Agreement. 8.0 APPLICABLE LAW. The execution, interpretation, and performance of this Agreement will, in all respects, be controlled and governed by the laws of Minnesota. 9.0 PRIVATIZATION CLAUSE. Contractor agrees to comply with the Minnesota Government Data Practices Act (the “Act”) and all other applicable state and federal laws relating to data privacy or confidentiality. All data created, collected, received, stored, used, maintained or disseminated by the Contractor in performing its obligations is subject to the requirements of the Act, and the Contractor must comply with the requirements of the Act as if the Contractor was a government entity. 10.0 ASSIGNMENT. The Contractor may not assign this Agreement or procure the services of another individual or company to provide services under this Agreement without first obtaining the express written consent of the City. The Contractor shall provide the City with copies of all contracts for assigned services. 11.0 ENTIRE AGREEMENT; AMENDMENTS. This Agreement constitutes the entire Agreement between the parties, and no other agreement prior to or contemporaneous with this Agreement shall be effective, except as expressly set forth or incorporated herein. Any purported amendment to this Agreement is not effective unless it is in writing and executed by both parties. 12.0 NO WAIVER BY CITY. By entering into this Agreement, the City does not waive its entitlement to any immunities under statute or common law. 13.0 TERMINATION. Either party may terminate this Agreement at any time, for any reason. IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year written above. CITY OF MEDINA By __________________________________ Kathleen Martin, Mayor By __________________________________ Caitlyn Walker, City Clerk C & H Sport Surfaces, Inc. (CONTRACTOR) By ____________________________ Tim S. Carlson EXHIBIT A C & H Sport Surfaces, Inc. TIM CARLSON 2312 SEURER ST. NEW MARKET, MN 55054 PHONE: 952-461-5678 FAX: 952-461-5679 Since 7970 Quality and Dependability February 6, 2023 Steve Scherer, Public Works Director 2052 Co. Rd. 24 Medina, MN 55340 Email: stevescherer@medinamn.gov RE: 2023 UPDATED PRICE FOR ACRYLIC COLOR SURFACING HUNTER PARK MEDINA, MN-(1) TENNIS AND (4) PICKLEBALL COURTS Steve Thank you for contacting C & H Sport Surfaces, Inc. regarding your court facility. We have been in the tennis court, basketball court and running track industry for over 50 years, we pride ourselves on quality workmanship and dependable service. We use the highest quality 100% acrylic sport surfacing products for a longer lasting and stronger playing surface. C & H Sport Surfaces, Inc. is a member of the BBB, USTA and MASMS. ACRYLIC COLOR SURFACING PROCESS TO INCLUDE: (NEW ASPHALT, APPROX. 1,600 SY): •Attend flooding of new asphalt surface. Flooding of new surface to be done by asphalter or project owner. •If necessary, power spray/hydro wash entire court surface to remove loose materials, embedded dirt and foreign oils to enhance the bonding of the new surface application •Patch and blend low areas of depth, > 1/8", after 1 hour of sun, using Acrylic Patch mixed according to the manufacturer specifications. •Blend necessary, rough paving seams using Acrylic Patch mixed according to manufacture specifications. •Prime necessary areas to enhance bonding of the new surface application. •Apply 2, black, sand filled, 100% acrylic resurfacer coats over the entire asphalt surface according to the manufacture specifications. •Apply 2, each, textured, acrylic color coats over the entire asphalt surface according to the manufacturer specifications. 2 colors to be chosen from the standard colors: light green, dark green, red or blue. One color for in-bounds, one for out-of-bounds. •Upon curing, apply 1 set of 2", white, regulation, tennis playing lines according to USTA layout specifications and apply 4 sets of 2" white playing lines for pickleball courts, according to USAPA layout specifications. Total cost to complete this project .............................................................................................................................................................................. $ 12,900.00 Saw cutting and filling of control joints down net/fence line (approx. 240 LF) additional. ................................................................................ $ 550.00 *A pressured water source will be needed near project location. *Sprinkler system near project location must be turned off. *30 Day Cure for New Asphalt Courts. *1 year manufacturer product warranty. *Use of SportMaster Surfacing Products. *Asphalt to meet ASBA specifications. C & H Sport Surfaces, Inc. is fully insured for your project, and will issue a certificate of insurance upon request If you have any further questions, please contact Tim at 952-461-5678. Thank you, j �-Tim S. Carlson C & H Sport Surfaces, Inc. Acceptance of Proposal: The above prices and specifications are satisfactory and are hereby accepted. You are authorized to do the work as specified above. Payment is to be made within 30 days of project completion date. An interest rate of 18% will be added to all accounts that exceed the 30 day project completion date. Any collection fees due to nonpayment are to be paid by the customer. Cracks are not a warranty item. Upon acceptance, the surface may be played on. Date: / / Authorized Signature: ___________________________ _A signed contract or PO# is required to schedule this project. I have read and understand the Terms and Conditions (p2) of this contract. NOTE: We reserve the right to withdraw this proposal if not accepted within lS days. •TENNIS COURTS • PICKLE BALL COURTS • RUNNING TRACKS • BASKETBALL COURTS • SNOWPLOWING • 10 U LINES • • email: chsportsurfaces@mchsi.com • www.chsportsurfaces.com • C & H SPORT SURFACES, INC. TERMS AND CONDmONs: 1) PRICING: The prices set forth herein are based upon current prices and may be subject to change. 2) CHANGE ORDERS: An additional charge may be made to purchases for any material or labor additional to that specified herein necessary to make a complete installation in a workmanlike manner. 3) SITE CONDITIONS: Obstructions that may interfere with the installation shall be moved by Purchaser prior to commencing work. This contract does not contemplate the encountering of rock, swampy conditions, or boulders, etc. Should any of these conditions be encountered, Purchaser shall pay the actual cost of the additional work caused thereby, unless stated in this proposal. 4) JOB DELAYS: When work is started by C & H Sport Surfaces, Inc. under this contract, work may be continued to completion without interruption, including, without limitations, interruptions caused by other contractors or changes in the plans of the Purchaser. In the event that C & H Sport Surfaces, Inc. is required to withdraw from work after starting, Purchaser agrees to pay charges covering the actual expensed incurred. It is understood that when C &11 Sport Surfaces, Inc.'s crew reports to the job site, this constitutes starting work. C & H Sport Surfaces, inc. shall not be responsible for delays, defaults or damages occasioned by any causes beyond C & H Sport Surfaces, Inc.'s control, including, without limitations, governmental actions or orders, embargoes, strikes, lock -outs, fires and weather. 5) UNDERGROUND OBSTRUCTIONS: Before work is started, Purchaser may be required to furnish C & H Sport Surfaces, Inc. with the location and character of any underground wire, pipes, sewers, conduits, obstructions, conditions, or restrictions of any nature which might interfere with or be damaged by C & H Sport Surfaces, Inc. in the course of the work or which might be the cause of injuries, or other damages. If the Purchaser fails to do so, or if any of the aforesaid are omitted from the information furnished to C & H Sport Surfaces, inc., the Purchaser agrees to release, indemnify, hold harmless and defend C & H Sport Surfaces, Inc. from and against any and all liability, loss damages, fines and expenses caused thereby or from any claims, demands, or suits base thereon. 6) WARRANTY: (If included in proposal) All materials used hereunder are guaranteed for a period of one year from manufacturer's defects and in the event of any material failure, it will be repaired at labor costs only. The products used are guaranteed with respect to uniformity and quality. This warranty does not cover any form of surface cracking or re -cracking. In no event shall C & H Sport Surfaces, Inc. be liable for any consequential damages. There are no warranties which extend beyond the description of the face hereof, unless stated in the proposal. 7) PATCHING: of low areas may not completely eliminate the ponding of water when resurfacing of old tennis courts since acceptable original drainage specifications no longer exist. 8) MEASUREMENTS: refer to surface coatings and are based on flat asphalt playing surface dimensions inside from fence to fence. Additional asphalt on the outside the fence is not included and may be colored at additional costs. 9) BUILDING PERMITS: Permits if needed, including the payment of fees therefore shall be the sole responsibility of Purchaser. 10) BONDS, ADDITIONAL INSUREDS AND CERTIFICATES OF INSURANCE: will be issued upon request, at additional costs if necessary. 11) WATER SOURCE: Access to a pressured water source is required near project location at no cost to the contractor_ 12) PREVAILING WAGES: This contract does not include prevailing wages unless "noted" on page 1 of contract. 13) PAYMENT: Payment shall be net cash upon receipt of invoice with 18% annual interest charges on accounts past 30 days. Alt accounts are payable in United State funds, free of exchange, collection or other charges. C & H Sport Surfaces, Inc. reserves the right to lien the owner of the property if timely payment is not received. Should the buyer default in its obligation herein, the buyer shall, in addition to other obligations herein, be liable to C & H Sport Surfaces, inc. for all costs of collection including reasonable attorney's fees. 14) THE PURCHASER: shall provide and maintain necessary fences, temporary enclosures and barricades to adequately protect the project from persons and animals not involved with the contracted work, unless stated in the proposal. 15) SALE TERMS: The above and foregoing terms and conditions are the final expression of the terms and conditions of this contract, and are intended as a complete and exhaustive statement of the agreement. Modifications or change shall only be permitted by a signed writing between the Purchaser and C & H Sport Surfaces, Inc. This contract shall not be assigned by Purchaser, in whole or in part, without the written consent of C & H Sport Surfaces, Inc. and shall be binding upon the successors, administrators, executors or assigns of the parties hereto. Waiver of any default shall not be considered as a waiver of any subsequent default. No conditions, terms, agreements, or stipulations other than those stated Herein shall be binding on C & H Sport Surfaces, Inc. 16) LAW: This contract Is subject to alt applicable laws, regulations and ordinances of any federal, state or local governmental authority or agency. 17) SURFACE INSPECTION: During the physical inspection, it may be difficult to determine how a surface will respond to power spraying. While power spraying, bubbling or peeling may occur. If bubbling or peeling occurs, scraping of the surface, down to a solid substrate may be necessary. If extensive or excessive surface peeling and/or a solid substrate cannot be found, other options will need to be explored, most likely adding significant additional costs and time to complete the project. INITIAL AND RETURN COPY WITH SIGNED CONTRACT 1 TO: Medina Mayor and City Council FROM: Steve Scherer, Public Works Director DATE: February 13, 2023 MEETING: February 21, 2023 SUBJECT: Street Striping Services Agreement Summary The City of Medina contracted Sir Lines-A-Lot for street striping services in 2021 and 2022; we are happy with their timely responses and quality work. Sir Lines-A-Lot has agreed to hold their contract pricing again, through 2023. Staff Recommendation Extend the Street Striping Services agreement with Sir Lines-A-Lot, at the per linear foot rate of $0.12; and with a minimum charge of $2,000.00 if less than 17,000 LF. Attachments • Street Striping Services Agreement MEMORANDUM Agenda Item #6E STREET STRIPING SERVICES AGREEMENT This Agreement is made this 21st day of February 2023, by and between Sir Lines-A-Lot, 7175 Cahill Road, Edina, MN 55439, a Minnesota corporation (the “Contractor”) and the City of Medina, a Minnesota municipal corporation (the “City”). Recitals 1. The City has been authorized to enter into a contract for street striping services; and 2. The City has approved the contract for street striping services with the Contractor; and 3. The parties wish to define the scope of services and terms of their agreement. NOW, THEREFORE, the City and the Contractor agree as follows: Terms 1.0 SCOPE OF SERVICES. The Contractor will perform street striping services for the City urban residential and commercial streets as approved by the Public Works Director. 2.0. TERM. The term of this contract will be from February 21, 2023, until November 30, 2023. 3.0 COMPENSATION. The City shall compensate the Contractor a per linear foot rate of $0.12, and with a minimum charge of $2,000.00 if less than 17,000 LF is requested, for street striping services as defined in the Scope of Services above and approved by the Public Works Director. 3.01 The Contractor shall pay for all licenses and permits. The City is tax exempt. 4.0 INDEPENDENT CONTRACTOR. 4.01 Both the Contractor and the City acknowledge and agree that the Contractor is an independent contractor and not an employee of the City. Any employee or subcontractor who may perform services for the Contractor in connection with this Agreement is also not an employee of the City. The Contractor understands that the City will not provide any benefits of any type in connection with this Agreement, including but not limited to health or medical insurance, worker’s compensation insurance and unemployment insurance, nor will the City withhold any state or federal taxes, including income or payroll taxes, which may be payable by the Contractor. 4.02 The Contractor will supply and use its own equipment, tools, and materials, including traffic control, to complete the services under this Agreement. 4.03 The Contractor acknowledges that any general instruction it receives from the City has no effect on its status as an independent contractor. 5.0 INSURANCE. The Contractor will maintain adequate insurance to protect itself and the City from claims and liability for injury or damage to persons or property for all work performed by the Contractor and its respective employees or agents under this Agreement. The Contractor shall name the City as an additional insured under its general liability policy in limits acceptable to the City. Prior to performing any services under this Agreement, the Contractor shall provide evidence to the City that acceptable insurance coverage is effective. 6.0 WORKER’S COMPENSATION. 6.01 The Contractor will comply with the provisions of the Minnesota worker’s compensation statute as an independent contractor before commencing work under this Agreement. 6.02 The Contractor will provide its own worker’s compensation insurance and will provide evidence to the City of such coverage before commencing work under this Agreement. 7.0 INDEMNIFICATION. The Contractor will hold harmless and indemnify the City, its officers, employees, and agents, against any and all claims, losses, liabilities, damages, costs and expenses (including defense, settlement, and reasonable attorney’s fees) for claims as a result of bodily injury, loss of life, property damages and any other damages arising out of the Contractor’s performance under this Agreement. 8.0 APPLICABLE LAW. The execution, interpretation, and performance of this Agreement will, in all respects, be controlled and governed by the laws of Minnesota. 9.0 ASSIGNMENT. The Contractor may not assign this Agreement or procure the services of another individual or company to provide services under this Agreement without first obtaining the express written consent of the City. The Contractor shall provide the City with copies of all contracts for assigned services. 10.0 ENTIRE AGREEMENT; AMENDMENTS. This Agreement constitutes the entire Agreement between the parties, and no other agreement prior to or contemporaneous with this Agreement shall be effective, except as expressly set forth or incorporated herein. Any purported amendment to this Agreement is not effective unless it is in writing and executed by both parties. 11.0 NO WAIVER BY CITY. By entering into this Agreement, the City does not waive its entitlement to any immunities under statute or common law. 12.0 TERMINATION. Either party may terminate this Agreement at any time, for any reason. IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year written above. CITY OF MEDINA By __________________________________ Kathleen Martin, Mayor By __________________________________ Caitlyn Walker, City Clerk SIR LINES-A-LOT (CONTRACTOR) By ____________________________ Chaise VanOverbeke, President 1 TO: Medina Mayor and City Council FROM: Steve Scherer, Public Works Director DATE: February 13, 2023 MEETING: February 21, 2023 SUBJECT: Road Material Bid – Awarded Agreements Summary The 2023 Road Materials and Equipment Tabulation was approved by the City Council at the February 7th meeting. Contracts have been prepared for: • GMH Asphalt Corporation, for mill and paving • Schmidt Curb Co., for the curb installation • Pearson Brothers, for the seal coating Staff Recommendation Execute contracts to for the above defined services, per the 2023 Road Material and Equipment Bid Tabulation. Attachments • Mill and Paving Services Agreement for 2023 • Curb Installation Services Agreement for 2023 • Seal Coating Services Agreement for 2023 MEMORANDUM Agenda Item #6F 1 MILL AND PAVING SERVICES AGREEMENT This Agreement is made this 21st day of February, 2023, by and between GMH Asphalt Corporation, 9180 Laketown Road, Chaska, MN 55318, a Minnesota corporation (the “Contractor”) and the City of Medina, a Minnesota municipal corporation (the “City”). Recitals 1. The City has been authorized to enter into a contract for mill and paving services; and 2. The City has approved the contract for mill and paving services with the Contractor; and 3. The parties wish to define the scope of services and terms of their agreement. NOW, THEREFORE, the City and the Contractor agree as follows: Terms 1.0 SCOPE OF SERVICES. The Contractor will perform mill and paving services for the City. “Mill and Paving Services” will consist of milling bituminous surface at depth per square yard (including milling removal) and paving of roads, and will also include bituminous placement, at the discretion of the Public Works Director. 2.0. TERM. The term and prices of this contract shall remain in effect from February 21, 2023, until November 30, 2023, or until such later date as may be mutually agreed upon. 3.0 COMPENSATION. The City shall compensate the Contractor for Mill and Overlay Services according to the above 1.0 Scope of Services at the following 2023 Road Materials Bid rates: Mill Bituminous surface at depth per square yard (including removal): • $1.00 per square yard for 0” to 2” of bituminous milling • $1.40 per square yard for 2” to 4” of bituminous milling • $1.80 per square yard for 4” to 6” of bituminous milling Bituminous mixture used for 2023 paving projects: • $79.45 for MN-D.O.T. SPNWB230(B) Mix, placed on streets • $78.15 for MN-D.O.T. SPNWB330(B) Mix, placed on streets • $80.30 for MN-D.O.T. SPWEB240(B) Mix, placed on streets • $90.50 for MN-D.O.T. SPWEB340(C) Mix, placed on streets • $103.00 for MN-D.O.T. SPWEA240(B) Mix, placed on trails Reclaim Roadway at depth per square yard: • $1.74 per square yard for 0” to 2” of reclaim roadway • $1.74 per square yard for 2” to 4” of reclaim roadway • $1.74 per square yard for 4” to 6” of reclaim roadway The Contractor will receive additional compensation for: • Bituminous Integral Curb Installation at a cost of $8.00/LF 2 • Miscellaneous milling as a rate of $210/hr. and a mobilization fee of $400.00 • Reclaim Roadway at a rate of a mobilization fee of $1500.00 • Miscellaneous Equipment per the 2023 Road Materials Bid may also be contracted at the discretion of the Public Works Director. 3.01 The Contractor shall pay for all licenses and permits. These costs shall be included in the bid cost. The City is exempt from sales tax. 4.0 INDEPENDENT CONTRACTOR. 4.01 Both the Contractor and the City acknowledge and agree that the Contractor is an independent contractor and not an employee of the City. Any employee or subcontractor who may perform services for the Contractor in connection with this Agreement is also not an employee of the City. The Contractor understands that the City will not provide any benefits of any type in connection with this Agreement, including but not limited to health or medical insurance, worker’s compensation insurance and unemployment insurance, nor will the City withhold any state or federal taxes, including income or payroll taxes, which may be payable by the Contractor. 4.02 The Contractor will supply and use its own equipment and tools, as well as traffic control, to complete the services under this Agreement. 4.03 The Contractor acknowledges that any general instruction it receives from the City has no effect on its status as an independent contractor. 5.0 INSURANCE. The Contractor will maintain adequate insurance to protect itself and the City from claims and liability for injury or damage to persons or property for all work performed by the Contractor and its respective employees or agents under this Agreement. The Contractor shall name the City as an additional insured under its commercial general liability policy in limits acceptable to the City. Prior to performing any services under this Agreement, the Contractor shall provide evidence to the City that acceptable insurance coverage is effective. 6.0 WORKER’S COMPENSATION. 6.01 The Contractor will comply with the provisions of the Minnesota worker’s compensation statute as an independent contractor before commencing work under this Agreement. 6.02 The Contractor will provide its own worker’s compensation insurance and will provide evidence to the City of such coverage before commencing work under this Agreement. 7.0 INDEMNIFICATION. The Contractor will hold harmless and indemnify the City, its officers, employees, and agents, against any and all claims, losses, liabilities, damages, costs and expenses (including defense, settlement, and reasonable attorney’s fees) for claims as a result of bodily injury, loss of life, property damages and any other damages arising out of the Contractor’s performance under this Agreement. 3 8.0 PAYMENT AND PERFORMANCE BOND. The Contractor shall provide a Payment and Performance Bond to the City at no additional cost to the City. 9.0 PRIVATIZATION CLAUSE. Contractor agrees to comply with the Minnesota Government Data Practices Act (the “Act”) and all other applicable state and federal laws relating to data privacy or confidentiality. All data created, collected, received, stored, used, maintained or disseminated by the Contractor in performing its obligations is subject to the requirements of the Act, and the Contractor must comply with the requirements of the Act as if the Contractor was a government entity. 10.0 APPLICABLE LAW. The execution, interpretation, and performance of this Agreement will, in all respects, be controlled and governed by the laws of Minnesota. 11.0 ASSIGNMENT. The Contractor may not assign this Agreement or procure the services of another individual or company to provide services under this Agreement without first obtaining the express written consent of the City. 12.0 ENTIRE AGREEMENT; AMENDMENTS. This Agreement constitutes the entire Agreement between the parties, and no other agreement prior to or contemporaneous with this Agreement shall be effective, except as expressly set forth or incorporated herein. Any purported amendment to this Agreement is not effective unless it is in writing and executed by both parties. 13.0 NO WAIVER BY CITY. By entering into this Agreement, the City does not waive its entitlement to any immunity under statute or common law. 14.0 TERMINATION. Either party may terminate this Agreement at any time, for any reason. If the contract is terminated early, the City will pay a prorated fee for the services performed to date in that calendar year. IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year written above. CITY OF MEDINA By _____________________________ Kathleen Martin, Mayor By ______________________________ Caitlyn Walker, City Clerk GHM ASPHALT CORPORATION (CONTRACTOR) By ______________________________ 1 CURB AND CONCRETE INSTALLATION SERVICES AGREEMENT This Agreement is made this 21st day of February 2023, by and between Schmidt Curb Co. Inc., 13195 95th Street NE, Elk River, MN 55330, a Minnesota corporation (the “Contractor”) and the city of Medina, a Minnesota municipal corporation (the “City”). Recitals 1. The City has been authorized to enter into a contract for curb and concrete installation services; and 2. The City has approved the contract for curb and concrete installation services with the Contractor; and 3. The parties wish to define the scope of services and terms of their agreement. NOW, THEREFORE, the City and the Contractor agree as follows: Terms 1.0 SCOPE OF SERVICES. The Contractor will perform curb installation services for the City. “Curb and Concrete Installation Services” will consist of installing curb and concrete using MN- D.O.T. D424 and/or MN-D.O.T. B618 and/or MN-D.O.T. 2531, and non-reinforced concrete flat work using MN-D.O.T. 3F52, as per the 2023 Road Material Bids. Any curb work performed will be at the discretion of the Public Works Director, according to the compensation schedule below. 2.0. TERM. The term and prices of this contract shall remain in effect from February 21, 2023, until November 30, 2023, or until such later date as may be mutually agreed upon. 3.0 COMPENSATION. The City shall compensate the Contractor as follows: Curb Installation – MN-D.O.T. D424: • $45.00 per lineal foot – Remove and Replace (Bituminous Patch by others) • $39.00 per lineal foot - New Installation Curb Installation – MN-D.O.T. B618: • $45.00 per lineal foot – Remove and Replace (Bituminous Patch by others) • $39.00 per lineal foot - New Installation Curb Installation – Ribbon Curb – MN-D.O.T. 2531 (Tennis Court): • 12” Width x 5” Depth at $25.00 per lineal foot • 18” Width x 5” Depth at $35.00 per lineal foot • 24” Width x 5” Depth at $45.00 per lineal foot Non-Reinforced Concrete Flat Work – MN-D.O.T. 3F52: • 4” Thick at $9.00 per sq. foot • 6” Thick at $12.00 per sq. foot • 8” Thick at $15.00 per sq. foot Agenda Item #6G 2 3.01 The Contractor shall pay for all licenses and permits. These costs shall be included in the bid cost. The City is exempt from sales tax. 4.0 INDEPENDENT CONTRACTOR. 4.01 Both the Contractor and the City acknowledge and agree that the Contractor is an independent contractor and not an employee of the City. Any employee or subcontractor who may perform services for the Contractor in connection with this Agreement is also not an employee of the City. The Contractor understands that the City will not provide any benefits of any type in connection with this Agreement, including but not limited to health or medical insurance, worker’s compensation insurance and unemployment insurance, nor will the City withhold any state or federal taxes, including income or payroll taxes, which may be payable by the Contractor. 4.02 The Contractor will supply and use its own equipment and tools to complete the services under this Agreement. 4.03 The Contractor acknowledges that any general instruction it receives from the City has no effect on its status as an independent contractor. 5.0 INSURANCE. The Contractor will maintain adequate insurance to protect itself and the City from claims and liability for injury or damage to persons or property for all work performed by the Contractor and its respective employees or agents under this Agreement. The Contractor shall name the City as an additional insured under its commercial general liability policy in limits acceptable to the City. Prior to performing any services under this Agreement, the Contractor shall provide evidence to the City that acceptable insurance coverage is effective. 6.0 WORKER’S COMPENSATION. 6.01 The Contractor will comply with the provisions of the Minnesota worker’s compensation statute as an independent contractor before commencing work under this Agreement. 6.02 The Contractor will provide its own worker’s compensation insurance and will provide evidence to the City of such coverage before commencing work under this Agreement. 7.0 INDEMNIFICATION. The Contractor will hold harmless and indemnify the City, its officers, employees, and agents, against any and all claims, losses, liabilities, damages, costs and expenses (including defense, settlement, and reasonable attorney’s fees) for claims as a result of bodily injury, loss of life, property damages and any other damages arising out of the Contractor’s performance under this Agreement. 8.0 PAYMENT AND PERFORMANCE BOND. The Contractor may be required to provide a Payment and Performance Bond to the City at no additional cost to the City. 9.0 PRIVATIZATION CLAUSE. Contractor agrees to comply with the Minnesota Government Data Practices Act (the “Act”) and all other applicable state and federal laws relating to data privacy 3 or confidentiality. All data created, collected, received, stored, used, maintained, or disseminated by the Contractor in performing its obligations is subject to the requirements of the Act, and the Contractor must comply with the requirements of the Act as if the Contractor was a government entity. 10.0 APPLICABLE LAW. The execution, interpretation, and performance of this Agreement will, in all respects, be controlled and governed by the laws of Minnesota. 11.0 ASSIGNMENT. The Contractor may not assign this Agreement or procure the services of another individual or company to provide services under this Agreement without first obtaining the express written consent of the City. 12.0 ENTIRE AGREEMENT; AMENDMENTS. This Agreement constitutes the entire Agreement between the parties, and no other agreement prior to or contemporaneous with this Agreement shall be effective, except as expressly set forth or incorporated herein. Any purported amendment to this Agreement is not effective unless it is in writing and executed by both parties. 13.0 NO WAIVER BY CITY. By entering into this Agreement, the City does not waive its entitlement to any immunity under statute or common law. 14.0 TERMINATION. Either party may terminate this Agreement at any time, for any reason. If the contract is terminated early, the City will pay a prorated fee for the services performed to date in that calendar year. IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year written above. CITY OF MEDINA By _____________________________ Kathleen Martin, Mayor By ______________________________ Caitlyn Walker, City Clerk SCHMIDT CURB COMPANY, INC. (CONTRACTOR) By ______________________________ 1 SEAL COATING SERVICES AGREEMENT This Agreement is made this 21st day of February, 2023, by and between Pearson Brothers, Inc., 11079 Lamont Avenue N.E., Hanover, MN 55341 a Minnesota corporation (the “Contractor”) and the City of Medina, a Minnesota municipal corporation (the “City”). Recitals 1. The City has been authorized to enter into a contract for seal coating services; and 2. The City has approved the contract for seal coating services with the Contractor; and 3. The parties wish to define the scope of services and terms of their agreement. NOW, THEREFORE, the City and the Contractor agree as follows: Terms 1.0 SCOPE OF SERVICES. The Contractor will perform seal coating services for the City. “Seal Coating Services” will consist of installation of seal coating, according to the specifications listed on the attached Exhibit A and materials listed in 3.0 below. Public Works Director will provide a detailed map to contractor at time of installation. 2.0. TERM. The term and prices of this contract shall remain in effect from February 21, 2023, until November 30, 2023, or until such later date as may be mutually agreed upon. 3.0 COMPENSATION. The City shall compensate the Contractor according to the square yard pricing listed below: ITEM NO. 12A – Seal Coating, Installed, Including Pre-Sweeping, CRS-2 Liquid Asphalt at .27 Gallons/Sq Yd, 1/8” Trap Rock at 25 lbs/Sq Yd, Area Rolled With Two Eleven Wheeled Pneumatic Tire Rollers and Excess Rock Pick Up and Disposal (May require two sweepings) • 0-25,000 Sq. yds. $1.61 • 25-50,000 Sq. yds. $1.61 • 50-75,000 Sq. yds. $1.61 • 75-100,000 Sq. yds. $1.61 ITEM NO. 12B – Seal Coating, Installed, Including Pre-Sweeping, CRS-2 Liquid Asphalt at .30 Gallons/Sq Yd, FA2 Granite @28#/Sq Yd, Area Rolled With Two Eleven Wheeled Pneumatic Tire Rollers and Excess Rock Pick Up and Disposal (May require two sweepings) • 0-25,000 Sq. yds. $1.61 • 25-50,000 Sq. yds. $1.61 • 50-75,000 Sq. yds. $1.61 • 75-100,000 Sq. yds. $1.61 Agenda Item #6H 2 ITEM NO. 13 – Fog Seal, Installed, CSS-1hD50 Cationic Emulsion @ $.10 Gallons/Sq Yd • 0-25,000 Sq. yds. $0.40 • 25-50,000 Sq. yds. $0.40 • 50-75,000 Sq. yds. $0.40 • 75-100,000 Sq. yds. $0.40 3.01 Length and width of paved area will vary. Payment and Performance Bond shall be required and shall be included in the bid price. 3.02 The Contractor shall pay for all licenses and permits. These costs shall be included in the bid cost. The City is exempt from sales tax. 4.0 INDEPENDENT CONTRACTOR. 4.01 Both the Contractor and the City acknowledge and agree that the Contractor is an independent contractor and not an employee of the City. Any employee or subcontractor who may perform services for the Contractor in connection with this Agreement is also not an employee of the City. The Contractor understands that the City will not provide any benefits of any type in connection with this Agreement, including but not limited to health or medical insurance, worker’s compensation insurance and unemployment insurance, nor will the City withhold any state or federal taxes, including income or payroll taxes, which may be payable by the Contractor. 4.02 The Contractor will supply and use its own equipment and tools, as well as traffic control, to complete the services under this Agreement. 4.03 The Contractor acknowledges that any general instruction it receives from the City has no effect on its status as an independent contractor. 4.04 The Contractor acknowledges that all OSHA Safety requirements will be in place at all times. 5.0 INSURANCE. The Contractor will maintain adequate insurance to protect itself and the City from claims and liability for injury or damage to persons or property for all work performed by the Contractor and its respective employees or agents under this Agreement. The Contractor shall name the City as an additional insured under its commercial general liability policy in limits acceptable to the City. Prior to performing any services under this Agreement, the Contractor shall provide evidence to the City that acceptable insurance coverage is effective. 6.0 WORKER’S COMPENSATION. 6.01 The Contractor will comply with the provisions of the Minnesota worker’s compensation statute as an independent contractor before commencing work under this Agreement. 6.02 The Contractor will provide its own worker’s compensation insurance and will provide evidence to the City of such coverage before commencing work under this Agreement. 3 7.0 INDEMNIFICATION. The Contractor will hold harmless and indemnify the City, its officers, employees, and agents, against any and all claims, losses, liabilities, damages, costs and expenses (including defense, settlement, and reasonable attorney’s fees) for claims as a result of bodily injury, loss of life, property damages and any other damages arising out of the Contractor’s performance under this Agreement. 8.0 APPLICABLE LAW. The execution, interpretation, and performance of this Agreement will, in all respects, be controlled and governed by the laws of Minnesota. 9.0 PRIVATIZATION CLAUSE. Contractor agrees to comply with the Minnesota Government Data Practices Act (the “Act”) and all other applicable state and federal laws relating to data privacy or confidentiality. All data created, collected, received, stored, used, maintained or disseminated by the Contractor in performing its obligations is subject to the requirements of the Act, and the Contractor must comply with the requirements of the Act as if the Contractor was a government entity. 10.0 ASSIGNMENT. The Contractor may not assign this Agreement or procure the services of another individual or company to provide services under this Agreement without first obtaining the express written consent of the City. 11.0 ENTIRE AGREEMENT; AMENDMENTS. This Agreement constitutes the entire Agreement between the parties, and no other agreement prior to or contemporaneous with this Agreement shall be effective, except as expressly set forth or incorporated herein. Any purported amendment to this Agreement is not effective unless it is in writing and executed by both parties. 12.0 NO WAIVER BY CITY. By entering into this Agreement, the City does not waive its entitlement to any immunity under statute or common law. 13.0 TERMINATION. Either party may terminate this Agreement at any time, for any reason. If the contract is terminated early, the City will pay a prorated fee for the services performed to date in that calendar year. IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year written above. CITY OF MEDINA By _____________________________ Kathleen Martin, Mayor By ______________________________ Caitlyn Walker, City Clerk PEARSON BROTHERS INC. (CONTRACTOR) By ______________________________ EXHIBIT A BITUMINOUS SEALCOAT MATERIALS SPECIFICATIONS TABLE OF CONTENTS INDEX 2023 STREET MAINTENANCE MATERIALS SPECIFICATIONS 1.00 Bituminous Sealcoat 1.01 Scope of Work S-1 1.02 Inspection and Supervision S-1 1.03 Specifications Which Apply S-1 1.04 Starting Date S-1 1.05 Completion Schedule S-1 1.06 Coordination of Work S-1 1.07 Preconstruction Conferences S-2 1.08 Commencing Work S-2 1.09 Traffic Control S-2 1.10 Protecting Utilities and Property S-3 1.11 Bituminous Sealcoat Material S-3 1.12 Equipment S-3 1.13 Calibration S-4 1.14 Personnel S-4 1.15 Road Surface Preparations S-5 1.16 Rolling Operations S-5 1.17 Sealcoat Application S-5 1.18 Protection of Surface S-5 1.19 Uniform Surface Appearance S-6 1.20 Sweeping and Disposal of Excess Aggregate S-6 1.21 Application of Blotting Material S-6 1.22 Method of Measurement and Payment S-6 1.23 Quantity Adjustments S-6 1.24 Liquidated Damages S-7 1.25 Emergency Response S-7 1.26 Sampling and Testing S-7 1.27 Conflict between Unit Prices and Extended Amounts S-7 1.28 Guarantee S-7 1.00 BITUMINOUS SEALCOAT: 1.01 SCOPE OF WORK: The work to be done under this contract includes the furnishing of all labor, materials, transportation, tools, supplies, plant equipment, etc., necessary for the complete and satisfactory construction and installation of sealcoating shown on the maps attached to these specifications. 1.02 INSPECTION AND SUPERVISION: The City Public Works Director, or their authorized representative, will provide the necessary inspection for all work under this contract taking place within the City of Medina. The Public Works Director may also designate a consulting engineer who may provide necessary inspection for all work under this contract. The Contractor shall give the City 48 hours notice prior to beginning work or resuming work on this project. 1.03 SPECIFICATIONS WHICH APPLY: The specifications of the Minnesota Department of Transportation “Standard Specifications for Construction,” 2018 Edition (with all addenda and supplements as of the date of these specifications). Section 2356 “Bituminous Sealcoat” shall apply using English measurements, except as further modified in these Special Conditions as follows: 1.04 STARTING DATE: The target start date for this project shall be mutually decided by the Contractor and the City Public Works Director, or his designee. 1.05 COMPLETION SCHEDULE: All work under this contract shall be completed on or before September 8, 2023, except street sweeping. Liquidated damages ($300/day) will be assessed if the work is not completed on time. 1.06 COORDINATION OF WORK: Throughout the project the Contractor shall coordinate his work with operations being carried out by City forces, utility companies and/or other contractors. Access shall be maintained as much as possible. The Contractor shall notify those affected of the periods of time that accesses must be closed. The Contractor shall be required to secure a staging area, approved by the Public Works Director, prior to starting work. The Contractor shall perform the work in a manner that will ensure completion within the time set in the contract. In case of failure to perform the work in such a manner, the City shall have the right to require the Contractor to place in operation such additional forces and equipment as deemed necessary. 1.07 PRECONSTRUCTION CONFERENCES: Prior to the start of any work, following execution of the contract, there will be a preconstruction conference arranged by the Medina Public Works Department. 1.08 COMMENCING WORK: The Contractor shall notify Public Works Director, Steve Scherer, of their intentions to commence work at least two days (excluding holidays and Saturdays and Sundays) prior to moving onto the work site. No work shall be started until the contract has been executed and the Contractor has fulfilled all preliminary requirements. Also, prior to the start of any work, the Contractor shall submit to the Public Works Director for approval, a written time schedule, sequence of moves, and other pertinent information as required by the City of Medina Public Works Department. 1.09 TRAFFIC CONTROL: All required maintenance of contract construction items shall be in accordance with the provisions of MnDOT 1404, 1514, and 1515 with the added stipulations. The Contractor is responsible for maintenance, control, and safeguard of traffic within and immediately abutting the project in accordance with MnDOT Field Manual on Temporary Traffic Control Zone layouts. The Contractor is responsible for providing and maintaining all traffic control devices. The Contractor shall furnish, erect and maintain warning lights, temporary fence, and barricades as required to adequately warn and protect the public from hazardous protrusions, materials, excavations, etc., resulting directly or indirectly from the construction. The Contractor shall provide all flaggers (minimum of two), barricades, signs, and other traffic control devices as required during the construction operations at no additional cost to the City. All traffic control devices shall conform to the Minnesota Manual on Uniform Traffic Control Devices. Signs shall be posted to limit speeds to maximum 20 mph. Signs, like MnDOT W21- 2 in size (30" x 30") and color designating “Loose Rock” shall be posted at all access points to neighborhoods or streets where sealcoating is taking place. All signs are to be installed by the Contractor prior to sealcoating and removed by the Contractor within 48 hours after the streets are swept after sealcoating. Payment for installation of these provided signs shall be incidental to the work and no additional compensation will be paid. Traffic control includes signing streets with temporary “No Parking for Street Maintenance” signs a minimum of 24 hours and a maximum of 36 hours before work is to begin. The maximum distance between signs shall be 500 feet with at least two signs per block. It is the responsibility of the Contractor to provide and install and remove temporary no parking signs. Efforts should be made to coordinate with residents and businesses the day before and early morning to keep the street clear of vehicles. Special care shall be taken to move vehicles that may be hit by bituminous material over-spray. The Contractor is responsible for any vehicle cleaning or repainting. 1.10 PROTECTING UTILITIES AND PROPERTY: The Contractor shall furnish a person and materials to carefully cover manhole covers, catch basin grates and watermain valve box covers with suitable paper covers and sand immediately prior to applying bituminous material to those same structures. Directly after sealcoating, all material on the structures will be hand shoveled/swept to ensure that no material is placed on the seal coated street and that all material is removed from the structure. If structures are not covered and are seal coated over and cannot be opened easily, the Contractor shall be charged $100.00/hour for time spent by City forces to open and clean these items. The Contractor shall be responsible for protecting all property from damage due to drifting bituminous material and aggregate. 1.11 BITUMINOUS SEALCOAT MATERIAL: CLASS “A” AGGREGATE SEALCOAT (STREETS, TRAILS AND PARKING LOTS) This work shall meet the requirements of MnDOT Specification 2356 for Bituminous Seal Coat with the following modifications: Bituminous material will be emulsified asphalt, cationic, CRS-2 or polymer modified cationic CRS-2P and shall conform with MnDOT Specification 3151. Aggregate material shall conform in composition to MnDOT Specification 3137 for Class “A” aggregate and to 3127 for gradation and quality for FA-2 and FA-2 (modified 1/8”) requirements. The base bid shall be all dresser trap rock. An alternate bid shall also be provided for all granite material. Polymer material shall conform to MnDOT Specifications 3161 for coating and anti- stripping additives. All materials shall comply with the most recent version of the MNDOT Specification. Materials found to fail testing and quality requirements as outlined in these specifications shall be paid at reduced prices for all materials represented by that sample as outlined in the MnDOT Specifications. The sealcoat application range is: 1) Where FA-2 Class “A” is used, it shall be applied at a rate of 20-25 pounds per square yard with 0.26-0.28 gallons per square yard of CRS-2 or CRS-2P. 2) Where FA-2 (Modified 1/8”) Class “A” is used, application rates shall be the same as FA-2 Class “A”. 3) On older, more textured pavements, the inspector may adjust the application rate higher than the specified range for emulsion to provide proper aggregate chip embedment. Bituminous seal material shall be applied at a rate as directed by the Engineer. Application rates will be determined based on the condition of each area to be sealed. 1.12 EQUIPMENT: Sweepers shall be “pick-up” type only, capable of non-streak sweeping and spray bar water applications for dust control. Minimum of one machine required on project throughout sealcoat application, and minimum of two machines required for excess aggregate pick up. Also, one tandem axle dump truck per sweeper required for hauling excess sweepings from project. Asphalt distributor shall be two thousand (2000) gallon minimum capacity, capable of applying a 16 foot width of bituminous material at a computer calibrated rate of application. Minimum of two machines required. Aggregate spreader shall be a self propelled type, capable of applying a 16 foot width of aggregate material at a calibrated rate of application. Rollers shall be eleven wheel, self propelled, pneumatic tire type. Minimum of two rollers required. Each pneumatic-tired roller will have a total compacting width of not less than 60 inches and will have a minimum ground contract pressure of 80 psi. 1.13 CALIBRATION: The Contractor shall be required to demonstrate proof that the equipment being used is distributing aggregate and emulsion at the rates specified herein. Aggregate distribution rates shall be verified at each equipment setup location. 1.14 PERSONNEL: All assigned personnel shall demonstrate to the satisfaction of the Public Works Director or his designee, the ability to operate the piece of equipment to which they are assigned. 1.15 ROAD SURFACE PREPARATIONS: Patching and crack sealing of the streets designated for sealcoating, and adjustment of valve boxes and manhole castings will be performed by the City at no cost to the Contractor. Pre-sweeping of streets shall be completed by the Contractor as part of this project with no additional payment made by the City. The sweeping operation shall provide a clean street prior to starting the sealcoat operation. 1.16 ROLLING OPERATIONS: Complete the initial rolling within 2 minutes after applying the aggregate. Proceed at a recommended speed less than or equal to 8 km per hour (5 miles per hour) to prevent turning over aggregate. Make a minimum of three complete passes over the aggregate before continuing the operation. Roll the aggregate so the entire width of the treatment area is covered in one pass of all the rollers. The total compacting width of each pneumatic-tired roller shall exceed 1.5 m (5 ft). 1.17 SEALCOAT APPLICATION: Furnishing, application, aggregate covering and curing shall be accomplished in accordance with MnDOT Specification 2356. Starting times each morning during sealcoat application vary based upon weather conditions that day; i.e. humidity, temperature, etc. In general, sealcoat operations shall be conducted only during the daylight hours when the air temperature is between 60°F and 95°F, when the relative humidity is less than 75%, and the road surface is dry. The City’s field representative shall determine each day’s starting time based upon those conditions. Bituminous materials shall be placed at a temperature of 125°F to 185°F and at rates designated by the City’s designee. Cover aggregate shall be applied within 1 minute of the emulsified asphalt at a rate designated by the City’s designee. The speed of the spreader will be such that the stones are not rolling over. The aggregate shall be spread in one operation in such a manner that an 8 inch strip of emulsified asphalt is left exposed along the longitudinal center to form a lap for succeeding applications of emulsion. If necessary, thin or bare spots in the spread of aggregates will be corrected by hand spreading or other methods subject to approval of the Public Works Director. A clear straight line at the edge of the pavement next to the concrete gutter shall be maintained. All streets shall be seal coated to incorporate all adjacent radii as directed by the City’s field representative. Application ends shall result in a straight continuous line. 1.18 PROTECTION OF SURFACE: Concrete surfaces such as concrete curb & gutter sections, triangular sections, and cross gutters shall be kept clean from bituminous material so that aggregate does not build up and block drainage. The Contractor shall clean any concrete surface as required by the Public Works Department. Sections of the streets shall be closed to traffic before the bituminous material is applied on the surface and no traffic shall be permitted on the sealed road surface until after all rolling has been completed and the bituminous material set to a degree satisfactory to the Public Works Department personnel and the material will not pick up on vehicle tires. All required flagmen, barricades, warning signs, traffic cones, and other traffic control devices will be the responsibility of the Contractor for the proper execution of the work. These traffic control devices shall be placed so as to effectively restrict traffic flow on the streets being surfaced. At the preconstruction conference, the Contractor shall provide the Public Works Department with a plan indicating the devices and procedures to be utilized to protect the surface during bituminous cure. The Public Works Department may recommend changes to the plan and these changes shall be incorporated into the plan at no additional cost to the City. 1.19 UNIFORM SURFACE APPEARANCE: All areas to be seal coated shall have a uniform aggregate cover base on the specified application rate. This includes street intersection radius areas and any other special areas which may require special application procedures. When complete, there should be no flushing and/or bleeding at the surface and the finished sealcoat should have a uniform surface appearance. 1.20 SWEEPING AND DISPOSAL OF EXCESS AGGREGATE: Sweeping and re-sweeping will be done as directed by the Public Works Director and discussed at the pre-con meeting. 1.21 APPLICATION OF BLOTTING MATERIAL: The Contractor shall apply sand blotting material where bleeding is detected as directed by Public Works Director. There shall be no additional compensation for time or materials for blotting streets that bleed through. 1.22 METHOD OF MEASUREMENT AND PAYMENT: The unit price, on the basis of gallons for bituminous material and square yards for aggregate material, shall include the cost of all materials, equipment used, and other necessary work related to this project. The unit price, on the basis of gallons or square yards, shall include installation of bituminous material and aggregate material applied at the specified application rates. Measurement of square yard area of each street shall be done centerline to centerline. Radiuses at intersections are incidental. All other work shall be considered incidental to the project. The volume of bituminous material (gallons) will be established by bills of lading of delivery tankers and by measurement of distribution trucks when necessary. Payments (two) for this project shall be as follows (supersedes GC 24). At Certified Substantial Completion - 95% At Certified Final Completion - Remaining 5% Payments will be processed in the next available accounts payable cycle after certification. Final payment requires Contractor submissions - see Page 4. Contractor will submit a separate itemized invoice to the City of Medina for the work performed. The City shall pay invoiced amounts directly to the Contractor. 1.23 QUANTITY ADJUSTMENTS: The City reserves the right to add or delete streets; adjusting quantities respectively, to equal a dollar amount budgeted for this type of street maintenance. Twenty-five percent (25%) shall be the maximum adjustment without possible adjustment to bid unit price. 1.24 LIQUIDATED DAMAGES: The Contractor guarantees that he/she can and will complete the work within the time limit stated in Contract Documents, or within the time as extended provided elsewhere in the Contract Documents. Inasmuch as the damage and loss to the City which will result from the failure of the Contractor to complete the work within the stipulated time will be most difficult or impossible of accurate assessment, the damage to the Owners for such delay shall be liquidated at a daily rate of $300.00 for each calendar day, Sundays and holidays included, beyond the completion date as originally determined or as extended. The liquidated damages shall not be considered a penalty. The City has the right to deduct and retain out of any money due, or to become due to the Contractor, the amount of liquidated damages accrued, and in case those amounts are less than the amount of liquidated damages, the Contractor shall pay the difference upon demand. The City shall not be deemed to have forfeited or waived its right to liquidated damages by permitting the Contractor to continue work on the project beyond the completion date, nor by assuming control of the Contractor’s obligations and completing the project as provided for in this contract, nor by terminating this contract as provided herein. 1.25 EMERGENCY RESPONSE: During the contract period it may be necessary to have contracted work done on an emergency basis. The City shall have the right to require the Contractor, upon 24 hours notice (verbal or written), to respond to such request. In case of failure to perform the work, the City shall have the right to have other non-contractual forces complete requested work. All costs in excess of unit price bid shall be deducted from the Contractor’s final payment. 1.26 SAMPLING AND TESTING: All bidders shall furnish certification that materials furnished meet specification for both asphalt and aggregates. Said certifications shall be by an approved testing laboratory. The City reserves the right to make any further tests deemed necessary to insure work meets the required specification. Said tests are to be made at the Contractor’s expense. 1.27 CONFLICT BETWEEN UNIT PRICES AND EXTENDED AMOUNT: In the event of a conflict between the unit price written in a proposal and the product of that unit and the proposal quantity, the unit price will govern. Similarly, in the case of a conflict between a written incorrect total bid amount, the correct total will govern. 1.28 GUARANTEE: As noted in the General Conditions, the Contractor shall guarantee the work for a period of one year from the date of final acceptance. Unless otherwise approved by the City Public Works Director, warranty repair work for the sealcoat portion of the project shall be completed in full lane widths. Work shall be completed such that segments less than 100’ in length shall be continuously covered until all areas requiring warranty work have been covered. Municipal State Aid (MSA) Page 1 of 2 February 21, 2023 Route Addition City Council Meeting TO: Mayor Martin and Members of the City Council FROM: Dusty Finke, Planning Director DATE: February 14, 2023 MEETING: February 21, 2023 City Council SUBJECT: Municipal State Aid – Route Addition Background The City is allowed to designate up to 20% of the road miles owned and maintained by the City to be eligible for funding from the State of Minnesota through the Municipal State Aid (MSA) system. As more streets are constructed within the City, the mileage which the City can designate increases. Accounting for additional streets constructed in connection with new developments over the past few years, the City currently has 0.99 miles of MSA eligibility which are not allocated. Amendments to the City’s MSA routes are required to be submitted by February 28 each year. The attached map identifies MSA routes within the City (green roadways). Roadways are required to meet certain criteria to be designated as part of the MSA system. Subp. 3. Municipal state-aid street. A municipal state-aid street may be selected if it: §A. is projected to carry a relatively heavier traffic volume or is functionally classified as collector or arterial as identified on the urban municipality's functional classification plan; B. connects the points of major traffic interest, parks, parkways, or recreational areas within an urban municipality; and C. provides an integrated street system affording, within practical limits, a state-aid street network consistent with projected traffic demands MSA routes are intended for higher volume roadways and generally to be open as truck routes, creating the “integrated street system.” Since the City has historically restricted trucks on the rural roadways within the City the City’s MSA system is predominantly in the suburban/urban portion of the City. MSA routes must also connect to state/county roadways or other MSA routes. The system also needs to be consistent between adjacent communities. Based on these requirements, it is not always possible for the City to utilize its full allocation. MEMORANDUM Agenda Item #6I Municipal State Aid (MSA) Page 2 of 2 February 21, 2023 Route Addition City Council Meeting The amount of funding received by the City is based upon the volume of the roadway and the projected cost of construction/reconstruction. That funding is pooled, and can be spent on any MSA roadways within the community. As such, it is in the City’s interest to identify high-volume roadways even if it not intended to utilize MSA funds for construction. Staff Recommendation Staff recommends designating the 0.26 mile segment of Tamarack Drive between Meander Road and Highway 55 as a state-aid route. Staff projects that Tamarack from Meander Road, south through Highway 55, and to Hamel Road will ultimately carry comparatively high volume of traffic. When Tamarack is ultimately constructed, it likely would be a good candidate to extend south of Hwy 55 to Hamel Road as well. However, the City would not receive funding for “non-existing” segments of the route and only the short portion that exists south of Meander Road would generate funding. As such, staff recommends reserving remaining unallocated MSA mileage for future consideration. Potential Action Move to direct staff to submit a request to Minnesota Department of Transportation State Aid to designate Tamarack Drive between Meander Road and Highway 55 as part of Medina’s MSA System. Attachments 1. MSA Map HIGHWAY 55 ")55 ")24 ")19 ")101 ")116 ")11 ")24 ")19 £¤12 HAMEL RD MEDINA RD PIONEER TRL TAMARACK DR WILLOW DR HACKAMORE RD ARROWHEAD DR HOMESTEAD TRL CHIPPEWA RD HUNTER DR PARKVIEW DR BROCKTON LN N MEANDER RD EVERGREEN RD BROCKTON LN N CHIPPEWA RD WILLOW DR WILLOW DR HUNTER DR ")55 0 3200 800 400 2400 1600 1200 2800 3600 2000 4000 4400 3200 3600 1200 2800 2000 2400 1600 4000 4400 4800 D I J 7 4 6 8 5 3 1 2 9 LFEKBAHCG T106 T105 T118 T110 T114 T103 T112 T101 T116 T117 T115 T102 T120 T113 T119 T111 T104 4800 Municipal State Aid (MSA)System Map 0 0.5 10.25 Miles ¯ Map Date: January 13, 2023 Legend MSAStatus MSA MSA-Shared MSA-Non Existing City-NonMSA Trunk Highway CSAH County Road Private MEMORANDUM TO: Mayor and City Council FROM: Jim Stremel, City Engineer DATE: February 15, 2023 MEETING: February 21, 2023 SUBJECT: 2023 Clydesdale Trail Pavement Rehabilitation Project –Improvement Hearing, Order Project, Ad for Bids Background: The Clydesdale Trail Pavement Rehabilitation project was initiated as a part of the City’s capital improvement planning and is intended to replace deteriorating infrastructure within this corridor. On February 7, 2023 the City Council adopted a resolution setting the date to hold the Improvement Hearing on February 21, 2023. The proposed project consists of a pavement mill/overlay of the pavement surface along Clydesdale Trail from roughly 100 feet east of the City’s public works driveway to the intersection at County Road 101. There are also sections of the existing concrete curb, spot bituminous trail repairs, the replacement of a section of bituminous trail along CR 101, and pedestrian curb ramps that would be replaced with the project. The total estimated project cost is $518,000 which includes a 10% contingency factor and 20% indirect costs for legal, engineering, administrative, and financing. The project is proposed to be funded through special assessments to the benefiting properties and City street funds. Based on the City’s Assessment Policy, the estimated amount proposed to be assessed to benefitting property owners is $214,000. This amount does not include the cost of the pedestrian repairs or improvements. Next Steps: The next step is for the City Council to conduct the Improvement Hearing on the proposed improvements and consider ordering plans/specifications, approve plans/specifications, and authorize bidding on the project. Looking ahead at the schedule and assuming bidding is authorized, bids would be opened in late March with a project award to occur at one of the April City Council meetings. The project is intended to be fully constructed in 2023. City staff is considering two options for holding the assessment hearing, either in the spring after the bids have been opened or in the fall after construction is complete. City Council Action Requested: Following the Improvement Hearing, consider adopting the resolution ordering the project, approving plans and specifications, and authorizing the advertisement for bids. Agenda Item #9A Resolution No. ________ February 21, 2023 Member ___________ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. _______ RESOLUTION ORDERING THE CLYDESDALE TRAIL PAVEMENT REHABILITATION PROJECT, APPROVING PLANS AND SPECIFICAITONS, AND AUTHORIZING THE ADVERTISEMENT FOR BIDS WHEREAS, a resolution of the city council adopted the 7th day of February, 2023, fixed a date for a public hearing on the proposed 2023 Clydesdale Trail Pavement Rehabilitation Project, the improvement of Clydesdale Trail from 100 feet east of the City’s public works driveway to County Road 101 by reconstruction of the roadway pavement surface layer, spot concrete curb replacement, and trail repair; and WHEREAS, ten days’ mailed notice and two weeks’ published notice for the hearing was given, and the hearing was held on the 21st day of February, 2023, at which all persons desiring to be heard were given an opportunity to be heard thereon; and WHEREAS, the estimated total cost of the improvement is $518,000; and WHEREAS, on February 21, 2023, the city council adopted a resolution ordering the project; and WHEREAS, the city engineer has prepared plans and specifications for the project; and WHEREAS, on February 21, 2023, the plans and specifications were presented to the City Council for approval; NOW, THEREFORE, BE IT RESOLVED, by the city council of the city of Medina, as follows: 1. Such improvement is necessary, cost-effective, and feasible as detailed in the feasibility report. 2. Such improvement is hereby ordered as proposed in the council resolutions adopted the 17th day of January and the 7th day of February, 2023. 4. The city council declares its official intent to reimburse itself for the costs of the improvement from proceeds of tax exempt bonds if issued. 5. The plans and specifications for the 2023 Clydesdale Trail Pavement Rehabilitation Project dated February 21, 2023 are hereby approved. Resolution No. ________ February 21, 2023 2 6. The city engineer is directed to insert in the official paper an advertisement for bids upon the making of such improvement under such approved plans and specifications. The advertisements shall be published for 21 days, shall specify the work to be done, shall state that the bids will be received electronically until 10:00 a.m. on Friday, March 24, 2023, at which time they will be opened electronically by the engineer, will then be tabulated, and will be considered by the council at 7:00 p.m. on April 4, 2023, in the council chambers of the city hall. Any bidder whose responsibility is questioned during the consideration of the bid will be given an opportunity to address the council on the issue of responsibility. No bids will be considered unless sealed and filed as set forth in the instructions to bidders in compliance with the requirements of electronic bidding and bid security. Adopted by the Council on February 21, 2023. By: _______________________ Kathleen Martin, Mayor Attest: By: ___________________________ Caitlyn Walker, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member ___________ and upon a vote being taken thereon, the following voted in favor thereof: And the following voted against same: Whereupon said resolution was declared duly passed and adopted. 1 TO: Honorable Mayor and City Council FROM: Steve Scherer, Public Works Director DATE: February 13, 2023 MEETING: February 21, 2023 SUBJECT: Cheyenne Trail Street Pavement Rehabilitation Project Summary The 2023 CIP for street improvements includes pavement rehabilitation for Cheyenne Trail. The project falls under our assessment policy as a residential street assessed at a rate of 50% of the total cost. I plan to manage this project in-house with some minimal assistance from engineering and utilizing our street material bids for competitive pricing. The feasibility report for the project is included in your packet with a complete cost detail and assessment area map, along with the resolution to receive the feasibility report and calling for a public hearings on the Cheyenne Trail street improvement project and levying special assessments for same. Staff Recommendation Motion to adopt resolution receiving the feasibility report and calling for a public hearings on the Cheyenne Trail street improvement project and levying special assessments for same. Attachments • Feasibility Report • Resolution to Accept Feasibility Report MEMORANDUM Agenda Item #9B1 FEASIBILITY REPORT CHEYENNE TRAIL OVERLAY PROJECT CITY OF MEDINA HENNEPIN COUNTY, MINNESOTA February 21, 2023 Prepared by: Steve Scherer Public Works Director Cheyenne Trail Feasibility Report Page 2 City of Medina – Cheyenne Trail Overlay Project________________________________ Table of Contents Table of Contents…………………………..……………………………………………….2 1.0 Introduction……………………………………………………………....................3 2.0 Summary and Recommendations………………………………………...................4 3.0 Street Improvements……………………………………………………...................5 Figure 1 – Typical Section – Overlay 4.0 Cost Summary……………………………………………………………………… 6 Table 1 – Proposed Improvements Cost Summary…………………………7 5.0 Funding Options…………………………………………………………………….8 6.0 Project Schedule……………………………………………………….……………9 Appendix A - Cost Estimate………………………………………….……...A-1 Appendix B - Project Location and Proposed Assessment Map.……………B-1 Appendix C – Proposed Property Assessment Address List.…………....…..C-1 Cheyenne Trail Feasibility Report Page 3 City of Medina – Cheyenne Trail Overlay Project__________________________________ 1.0 Introduction City Staff has requested this report to determine the feasibility of pavement improvements to Cheyenne Trail. History: Cheyenne Trail was accepted as a city street in 1987, was overlayed again in 2004, and was seal coated in 2010 and 2016. There is no indication of road base failure, however the surface of the road consists of stress cracking and some delamination of the sealcoat. In 2009, the City established a rating scale of 1 to 5 based on the condition of the road (5, indicating excellent condition). Cheyenne Trail was rated at 2 in 2022, and the overlay project was added to the 2023 capital improvement plan. To preserve the integrity of the streets staff recommends a 1 ½” overlay for the entire street section. I am confident the recommended improvements, along with regular maintenance, and the continuation of seasonal weight postings and organized garbage collection, will extend the pavement life for up to 15 years. A cost analysis is presented in the Cost Summary section of this report. A detailed cost for the project can be found in Appendix A. The project location and proposed assessment map highlighting the benefiting properties are included in Appendix B and a detailed listing of the properties included in Appendix C. Cheyenne Trail Feasibility Report Page 4 City of Medina – Cheyenne Trail Overlay Project _______________________________ 2.0 Summary and Recommendations The proposed project is feasible, necessary, and cost effective from an engineering standpoint, to prolong the useful life of the road. The following recommendations are presented for consideration by the Medina City Council: 1) That this report be adopted as the guide for the overlay of Cheyenne Trail. 2) That the cost of improvements be allocated in accordance with the City’s Special Assessment Policy throughout the proposed roadway improvement area. 3) That a public hearing be held April 18, 2023, on the proposed improvements. Cheyenne Trail Feasibility Report Page 5 City of Medina – Cheyenne Trail Overlay Project_________________________________ 3.0 Street Improvements The Cheyenne Trail overlay totals approximately 8,044 square yards. The road width is approximately 24 feet wide with mostly vegetated shoulders. This project includes milling where necessary to improve drainage, pre-patching in weak areas, installing a 1 ½” bituminous overlay, installing black dirt, and seeding so shouldering remains consistent in the area. The existing road width will be maintained throughout the project. See Figure 1 for the typical street section. FIGURE 1 Cheyenne Trail Feasibility Report Page 6 City of Medina – Cheyenne Trail Overlay Project_________________________________ 4.0 Cost Summary A detailed cost estimate for the proposed improvements can be found in Appendix A. The costs represent estimated construction costs for an overlay of Cheyenne Trail, including installation of black dirt and seeding for shoulders. The cost estimate incorporates 2023 construction costs recently received by the City of Medina, and include a 5% contingency factor for project administration, management, and construction. A summary of the estimated costs is presented in Table 1. TABLE 1 – PROPOSED IMPROVEMENT COST SUMMARY COST ESTIMATE CHEYENNE TRAIL PROJECT COST 1-1/2” Bituminous Overlay $60,021.36 Cheyenne Trail Feasibility Report Page 7 City of Medina – Cheyenne Trail Overlay Project_________________________________ 5.0 Funding Options 5.1 ASSESSMENTS The City of Medina has an adopted special assessment policy regarding public improvements. Following the guidelines of this policy, a portion of the construction costs for the project may be funded through special assessments. Properties which may be assessed for a portion of the project are identified in Appendix C. 5.2 CITY FUNDS The remainder of the project costs not assessed to benefitting properties will be funded with City Street funds. Cheyenne Trail Feasibility Report Page 8 City of Medina – Cheyenne Trail Overlay Project_________________________________ 6.0 Project Schedule The schedule that is shown below provides for completion in October 2023. Receive Feasibility Report February 21, 2023 Call for Public Hearing/Assessment Hearing February 21, 2023 Public Hearing/Assessment Hearing April 18, 2023 Begin Construction May 2023 Construction Substantially Complete October 2023 The schedule assumes that the public hearing and assessment hearing for the project will be held at a single, regularly scheduled Council meeting. Note that the construction process should occur over a one-week period during a May through October timeframe. Cheyenne Trail Feasibility Report Page 9 APPENDIX A Cost Estimate Cheyenne Trail Feasibility Report Page 10 COST ESTIMATE CHEYENNE TRAIL 8044 Square Yards of Surface 1-1/2" Ware - MnDOT SPWEB240(B) MIX (ton) 664 $80.30 $53,319.20 Mill mobilization 1 $400.00 $400.00 Miscellaneous milling 6 $210.00 $1,260.00 Shouldering per LF 2600 $0.84 $2,184.00 Subtotal $57,163.20 Contingency Overhead - 05% $2,858.16 Total Estimated Road Cost $60,021.36 Cost Assumptions: Tack coat cost included in the bituminous wear course unit price. Estimate includes milling only where necessary to improve drainage and pre-patching in weak areas. Cheyenne Trail Feasibility Report Page 11 APPENDIX B Project Location and Potential Assessment Areas Cheyenne Trail Feasibility Report Page 12 Cheyenne Trail Feasibility Report Page 13 APPENDIX C Detailed Property Listing Cheyenne Trail Feasibility Report Page 14 MAP ID PID FEE OWNER PROPERTY ADDRESS 1 1311823340002 VICTOR JONAS/MICHELLE JONAS 400 CHEYENNE TR 2 1311823430018 S & S OFFERMAN 350 CHEYENNE TR 3 1311823430019 M T WALKER & K R WALKER 300 CHEYENNE TR 4 1311823340004 CLIFFORD M KOLTES 375 CHEYENNE TR 5 2411823120017 R J & G L SMACIARZ 225 CHEYENNE TR 6 2411823120018 Z SCHMOLL & M SCHMOLL 275 CHEYENNE TR 7 1311823340003 J F CRINKLAW & S M CRINKLAW 425 CHEYENNE TR 8 1311823340005 M T FLATEN & S K FLATEN 325 CHEYENNE TR 9 2411823120019 KATHLEEN M HUSTON REV TRUST 200 CHEYENNE TR Resolution No. 2023-xx February 21, 2023 Member __ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2023-xx RESOLUTION RECEIVING FEASIBILITY REPORT AND CALLING FOR PUBLIC HEARINGS ON THE CHEYENNE TRAIL STREET IMPROVEMENT PROJECT AND LEVYING SPECIAL ASSESSMENTS FOR SAME WHEREAS, a feasibility report has been prepared by Steve Scherer as the city’s Public Works Director regarding a street improvement project for Cheyenne Trail; and WHEREAS, the project consists of mill and overlay described in the report; and WHEREAS, the report provides information regarding whether the project is necessary, cost-effective and feasible. NOW, THEREFORE, BE IT RESOLVED, by the city council of the city of Medina, as follows: 1. The feasibility report is hereby accepted, and the project is determined to be necessary, cost-effective, and feasible. 2. The project shall be constructed using competitive bids received by the City of Medina. 3. The city council shall consider the making of such improvements in accordance with the feasibility report and assessing benefited properties in accordance with the city’s special assessment policy and pursuant to Minn. Stat., Chapter 429. The estimated total cost of the project is as follows: • Cheyenne Trail $60.021.36 4. Public hearings to consider the making of such improvement and the levying of special assessments related thereto shall be held at 7:00 p.m. in the council chambers at Medina city hall on the following dates: • Cheyenne Trail April 18, 2023 5. City staff is authorized and directed to prepare plans and specifications for making the project. Resolution No. 2023-xx February 21, 2023 2 6. City staff is directed to prepare the appropriate notices for the improvement hearing and assessment hearing and to cause the proper published and mailed notices to be given for the public hearing as required by law and in accordance with the above schedule. 7. The amount of the project to be specially assessed against benefited properties in accordance with the city’s special assessment policy and Minn. Stat. Chapter 429 is as follows: • Cheyenne Trail $30,010.68 8. The city clerk, with the assistance of city staff, shall forthwith calculate the proper amount to be specially assessed for each such improvement against every assessable lot, piece or parcel of land within the area affected without regard to cash valuation and shall file a copy of the proposed assessment in the clerk’s office at city hall. Dated: February 21, 2023 _________________________ Kathleen Martin, Mayor Attest: ___________________________________ Caitlyn Walker, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member __ and upon vote being taken thereon, the following voted in favor thereof: - And the following voted against same: - Whereupon said resolution was declared duly passed and adopted. 1 TO: Honorable Mayor and City Council FROM: Steve Scherer, Public Works Director DATE: February 13, 2023 MEETING: February 21, 2023 SUBJECT: Foxberry Farms Area Pavement Rehabilitation Summary The 2023 CIP for street improvements includes pavement rehabilitation for the Foxberry Farms area. The project falls under our assessment policy as a residential street assessed at a rate of 50% of the total cost. I plan to manage this project in-house with some minimal assistance from engineering and utilizing our street material bids for competitive pricing. The feasibility report for the project is included in your packet with a complete cost detail and assessment area map, along with the resolution to receive the feasibility report and calling for public hearings on the Foxberry Farms area street improvement project and levying special assessments for same. Staff Recommendation Motion to adopt resolution receiving the feasibility report and calling for a public hearings on the Foxberry Farms area street improvement project and levying special assessments for same. Attachments • Feasibility Report • Resolution to Accept Feasibility Report MEMORANDUM Agenda Item #9B2 FEASIBILITY REPORT FOXBERRY FARMS AREA MILL AND OVERLAY PROJECT CITY OF MEDINA HENNEPIN COUNTY, MINNESOTA February 21, 2023 Prepared by: Steve Scherer Public Works Director Foxberry Farms Feasibility Report Page 2 City of Medina – Foxberry Farms Overlay Project____________________________________ Table of Contents Table of Contents…………………………………………………………………………. 2 1.0 Introduction……………………………………………………………................... 3 2.0 Summary and Recommendations………………………………………...................4 3.0 Street Improvements……………………………………………………...................5 Figure 1 – Typical Section – Overlay 4.0 Cost Summary……………………………………………………………………… 6 Table 1 – Proposed Improvements Cost Summary…………………………7 5.0 Funding Options…………………………………………………………………….8 6.0 Project Schedule……………………………………………………….……………9 Appendix A - Cost Estimate………………………………………….……...A-1 Appendix B - Project Location and Proposed Assessment Map.……………B-1 Appendix C – Proposed Property Assessment Address List.…………....…..C-1 Foxberry Farms Feasibility Report Page 3 City of Medina – Foxberry Farms Overlay Project_____________________________________ 1.0 Introduction City Staff has requested this report to determine the feasibility of improvements to the following residential streets located in the Foxberry Farms area: Foxberry Farms Road, Fox Path Court, Foxberry Circle, Foxberry Court, Foxberry Drive, Foxtail Drive, Shorewood Trail, Settlers Road, Settlers Court, Maple Leaf Court, Medina Lake Drive, and Sunset Court. History: The above streets were installed in a time span between 1995 and 1999, then seal coated in 2015. More deterioration exists in the older pavement, but there is value in keeping the neighborhood uniform. In 2022 the city made repairs to catch basins, manholes, and valves that exist in the roadway; thus, the existing utilities are in good shape. In 2009, the City established a rating scale of 1 to 5 based on the condition of the road (5, indicating excellent condition). The Foxberry Farms area was rated at 2 – 3 in 2020 and the overlay project was added to the 2023 capital improvement plan. To preserve the integrity of these streets staff recommends a mill and overlay process along with replacing damaged curb throughout the neighborhood. I am confident the recommended improvements, along with regular maintenance, and the continuation of seasonal weight postings and organized garbage collection, will extend the pavement life for up to 15 years. A cost analysis is presented in the Cost Summary section of this report. A detailed cost for the project can be found in Appendix A. The project location and proposed assessment map highlighting the benefiting properties are included in Appendix B and a detailed listing of the properties included in Appendix C. Foxberry Farms Feasibility Report Page 4 City of Medina – Foxberry Farms Overlay Project___________________________________ 2.0 Summary and Recommendations The proposed project is feasible, necessary, and cost effective from an engineering standpoint, to prolong the useful life of the road. The following recommendations are presented for consideration by the Medina City Council: 1) That this report be adopted as the guide for the mill and overlay of the above streets located in or near the Foxberry Farms neighborhood. 2) That the cost of improvements be allocated in accordance with the City’s Special Assessment Policy throughout the proposed roadway improvement area. 3) That a public hearing be held April 18, 2023, on the proposed improvements. Foxberry Farms Feasibility Report Page 5 City of Medina – Foxberry Farms Overlay Project____________________________________ 3.0 Street Improvements The Foxberry area: Foxberry Farms Road, Fox Path Court, Foxberry Circle, Foxberry Court, Foxberry Drive, Foxtail Drive, Shorewood Trail, Settlers Road, Settlers Court, Maple Leaf Court, Medina Lake Drive, and Sunset Court totals approximately 40,802 square yards. This project includes a 1 ½” mill and a 1 ½ inch overlay, with minimal curb replacement over approximately 40,802 square yards of existing streets, It will also include any minor adjustments to storm sewer structures, manholes, and valves in the street as part of the project. See Figure 1 for the typical street section. FIGURE 1 Foxberry Farms Feasibility Report Page 6 City of Medina – Foxberry Farms Overlay Project____________________________________ 4.0 Cost Summary A detailed cost estimate for the proposed improvements can be found in Appendix A. The costs represent estimated construction costs for a mill and overlay with minimal curb replacement in the Foxberry Farms area. The cost estimate incorporates 2023 construction costs recently received by the City of Medina, and include a 10% contingency factor for project administration, management, and construction. A summary of the estimated costs is presented in Table 1. TABLE 1 – PROPOSED IMPROVEMENT COST SUMMARY COST ESTIMATE FOXBERRY FARMS AREA PROJECT COST Mill and Overlay $448,284.98 Foxberry Farms Feasibility Report Page 7 City of Medina – Foxberry Farms Overlay Project____________________________________ 5.0 Funding Options 5.1 ASSESSMENTS The City of Medina has an adopted special assessment policy regarding public improvements. Following the guidelines of this policy, a portion of the construction costs for the project may be funded through special assessments. Properties which may be assessed for a portion of the project are identified in Appendix C. 5.2 CITY FUNDS The remainder of the project costs not assessed to benefitting properties will be funded with City Street funds. Foxberry Farms Feasibility Report Page 8 City of Medina – Foxberry Farms Overlay Project____________________________________ 6.0 Project Schedule The schedule that is shown below provides for completion in October 2015. Receive Feasibility Report February 21, 2023 Call for Public Hearing/Assessment Hearing February 21, 2023 Public Hearing/Assessment Hearing April 18, 2023 Begin Construction May 2023 Construction Substantially Complete October 2023 The schedule assumes that the public hearing and assessment hearing for the project will be held at a single, regularly scheduled Council meeting. Note that the construction process should occur over a two-week period during a June through October timeframe. Foxberry Farms Feasibility Report Page 9 APPENDIX A Cost Estimate Foxberry Farms Feasibility Report Page 10 COST ESTIMATE FOXBERRY FARMS AREA 40,802 Square Yards of Surface Milling 40,802 $1.00 $40,802.00 Mobilization (each) 1 $1,500.00 $1,500.00 Curb Replacement Estimate (7% of total) 1880 $45.00 $84,600.00 1-1/2" Ware - MnDOT SPWEB240(B) MIX (per ton) 3366 $80.30 $270,289.80 Engineering 1 $2,000.00 $2,000.00 Traffic Control 1 $3,000.00 $3,000.00 County Permit 1 $340.00 $340.00 Black dirt and seeding behind curb 1 $5,000.00 $5,000.00 Construction Total $407,531.80 Contingency Total (10%) $40,753.18 Grand Total $448,284.98 Cost Assumptions: Tack coat cost included in the bituminous wear course unit price. Foxberry Farms Feasibility Report Page 11 APPENDIX B Project Location and Potential Assessment Areas Foxberry Farms Feasibility Report Page 12 Foxberry Farms Feasibility Report Page 13 APPENDIX C Detailed Property Listing Foxberry Farms Feasibility Report Page 14 MAP ID PID FEE OWNER PROPERTY ADDRESS 1 0211823110007 JENNIFR HODAPP HONKE 4640 FOXBERRY DR 2 0211823110008 KEITH LELAND 4630 FOXBERRY DR 3 0211823110018 JAMES L YOUNG 4675 FOXBERRY DR 4 0211823110020 THOMAS J BRANDT 4735 FOXBERRY DR 5 0211823110021 MICHAEL P SULLIVAN 4755 FOXBERRY DR 6 0211823110027 GEORGE ALLENDORPH 4780 MEDINA LAKE DR 7 0211823110033 SARAH J LYON 4680 MEDINA LAKE DR 8 0211823120006 BRIAN D NEWMAN 1010 SETTLERS RD 9 0211823120011 KARLA KIM SHEEHY 4745 SETTLERS CT 10 0211823120021 ROBERT & DEBRA ENGEBRETSON 1140 SETTLERS RD 11 0211823140004 CHRISTOPHER L ZACHARIAS 4415 SHOREWOOD TR 12 0211823140005 PATRICK LAUGHLIN 4435 SHOREWOOD TR 13 0211823140006 KYLE BERGACKER 4455 SHOREWOOD TR 14 0211823140013 TODD LADWIG & STACY LADWIG 4500 MAPLE LEAF CT 15 0211823140016 ADAM NISSEN 4512 MEDINA LAKE DR 16 0211823140027 CRAIG D THEIS/KARRI B THEIS 900 FOX PATH CT 17 0211823140038 MARK R & ROBYN A ROE 4590 FOXBERRY DR 18 0211823140039 MICHAEL L ZARNS 4580 FOXBERRY DR 19 0211823140041 JESSE LITWAK & AMY LITWAK 4540 MEDINA LAKE DR 20 0211823140043 PRAFUL M KELKAR 4557 MEDINA LAKE DR 21 0211823140046 JAMES M MARTIN 4620 MEDINA LAKE DR 22 0211823410014 CHAD SEGNER & AMBREA SEGNER 875 FOXBERRY FARMS RD 23 0211823410016 BORIS CHAPLIN 925 FOXBERRY FARMS RD 24 0211823410019 DANIEL L BALON 820 FOXBERRY FARMS RD 25 0211823410020 REBECCA L GARSYS 840 FOXBERRY FARMS RD 26 0211823410022 T J GOEDDERZ & C S GOEDDERZ 880 FOXBERRY FARMS RD 27 0211823410032 DAVID & AMY KLAIMAN 950 SUNSET CT 28 0211823410038 JOHN E SHISHILLA 4335 SHOREWOOD TR 29 0211823410040 DEAN & JOELLYN RUSTAD 4305 SHOREWOOD TR 30 0211823410042 BENJAMIN SAYLES 4275 SHOREWOOD TR 31 0211823420003 ZACHARY HERNESS 4185 SHOREWOOD TR 32 0211823420011 SHANE MICHAEL KAVANAGH 4045 SHOREWOOD TR 33 0211823420016 JAMES DANIEL TRUWE 1135 FOXTAIL DR 34 0211823110005 ERIC R & SHERRI J CHAFFEE 4660 FOXBERRY DR 35 0211823110016 VINCENT LELANDAIS 800 FOXBERRY CIR 36 0211823110017 RANDOLPH LASOTA II 4655 FOXBERRY DR 37 0211823110022 CARTER G & CYNTHIA J DREBLOW 4775 FOXBERRY DR 38 0211823110029 MICHAEL & SUZANNE MATULIS 4740 MEDINA LAKE DR 39 0211823110036 SCOTT A & PEGGY A WEAVER 4777 MEDINA LAKE DR 40 0211823120010 TODD RICHARD HAYWORTH 4750 SETTLERS CT 41 0211823120012 MARA GARCIA KAPLAN 4715 SETTLERS CT 42 0211823120015 JEFFREY JOSEPH DEEB 4687 MEDINA LAKE DR 43 0211823120016 TRENT E SCHON 1015 SETTLERS RD 44 0211823120018 JON ARNE & GRETCHEN ARNE 1035 SETTLERS RD 45 0211823120019 ALVIN M PURIFOY 1045 SETTLERS RD 46 0211823120020 PAUL M & BRENDA HOCKERT 1150 SETTLERS RD 47 0211823120022 BENJAMIN M SANTELMAN 1110 SETTLERS RD 48 0211823120024 BETTY GRAY OLSON 1155 SETTLERS RD Foxberry Farms Feasibility Report Page 15 49 0211823120025 PAUL R ISSA 1145 SETTLERS RD 50 0211823120026 MICHAEL S KELLY 1135 SETTLERS RD 51 0211823120028 RYAN J KLOCKSIEN 1115 SETTLERS RD 52 0211823120029 DOUGLAS JOHN PIPPERT 1105 SETTLERS RD 53 0211823130001 HASSAN I ISMAIL 4605 MEDINA LAKE DR 54 0211823140003 DUANE G GULLICKSON 4405 SHOREWOOD TR 55 0211823140010 ALYSSA B COX 4475 MAPLE LEAF CT 56 0211823140012 JASON J LOVEN & JILL S LOVEN 4470 MAPLE LEAF CT 57 0211823140018 CEPHAS AGBEH/INE AMACHREE 4504 MEDINA LAKE DR 58 0211823140019 HAROLD R OSTER 4500 MEDINA LAKE DR 59 0211823140037 BRIAN LEE SOBOL 4610 FOXBERRY DR 60 0211823140040 LANCE E & CAROL H HAZZARD 4550 MEDINA LAKE DR 61 0211823140042 JEFFREY & PATRICIA MURADIAN 4537 MEDINA LAKE DR 62 0211823140048 PAUL & SHERYL PLATE 4605 FOXBERRY DR 63 0211823410006 KEVIN GRADEN 4260 FOXBERRY CT 64 0211823410008 SUZETTE R NORDSTROM 4200 FOXBERRY CT 65 0211823410010 GEORGE T STEINER FAM TRUST 4235 FOXBERRY CT 66 0211823110010 NICHOLAS J ABBOTT 4650 MEDINA LAKE DR 67 0211823110011 DEREK HOLMES 4640 MEDINA LAKE DR 68 0211823410011 SYED WAJIH HUSSAIN MASHADI 4265 FOXBERRY CT 69 0211823410013 D L VERBICK & M A VERBICK 855 FOXBERRY FARMS RD 70 0211823410025 L J BOYD/TAMMY LEOMAZZI BOYD 4395 SHOREWOOD TR 71 0211823410035 WILLIAM D & JUDITH A CIORA 915 SUNSET CT 72 0211823110012 CRAIG D FOSS & AUBREY J FOSS 4625 FOXBERRY DR 73 0211823110013 THOMAS A & AMY L SWANSON 950 FOXBERRY CIR 74 0211823110028 NICOLAS & SHERRI ASHWORTH 4760 MEDINA LAKE DR 75 0211823410037 MELISSA & TROY SCHOUVILLER 955 SUNSET CT 76 0211823410045 DAVID P & SHARON L BAUDLER 895 FOX PATH CT 77 0211823410047 ANDREW BAECHLER 855 FOX PATH CT 78 0211823420010 JOHN PINKERTON 4055 SHOREWOOD TR 79 0211823110030 J T OLSEN & S M STUDER-OLSEN 4720 MEDINA LAKE DR 80 0211823110032 JOHN GLENN CHINERY 4690 MEDINA LAKE DR 81 0211823110034 MICHAEL JAMES LEHMAN 4670 MEDINA LAKE DR 82 0211823120003 BERNARD J GRUBER 4657 MEDINA LAKE DR 83 0211823420012 TERENCE E & PEGGY R ZIMMER 4075 SHOREWOOD TR 84 0211823120005 JOHN P LEPHART/GRACE LEPHART 4707 MEDINA LAKE DR 85 0211823120007 ANDREW & JENNIFER HUNKINS 4700 SETTLERS CT 86 0211823120008 MARK W SPINDLER 4720 SETTLERS CT 87 0211823130002 RANDALL & CYNTHIA GOWAN 4627 MEDINA LAKE DR 88 0211823140007 CHERI JACOBY 4475 SHOREWOOD TR 89 0211823140014 DOUGLAS W/SHELLEY K FISCHER 4520 MEDINA LAKE DR 90 0211823140015 MICHAEL & KRISTELLE MROSAK 4516 MEDINA LAKE DR 91 0211823140028 JAMES MALONEY 870 FOX PATH CT 92 0211823140033 WILLIAM M HANSEN 850 FOX PATH CT 93 0211823140044 JAGDISH CHUGANI 4567 MEDINA LAKE DR 94 0211823140045 DERRICK GIRARD 4587 MEDINA LAKE DR 95 0211823410009 THOMAS J & PAULA J MERTENS 4205 FOXBERRY CT 96 0211823410015 BLAKE MEISENHEIMER 905 FOXBERRY FARMS RD 97 0211823410017 SUSHMA & RAJDEEP PRADHAN 945 FOXBERRY FARMS RD 98 0211823410021 JAMES K & MARIA R FRANCIS 860 FOXBERRY FARMS RD Foxberry Farms Feasibility Report Page 16 99 0211823410023 RENAE K HAMEED 4355 SHOREWOOD TR 100 0211823410033 PAMELA LYNN ALLEN 930 SUNSET CT 101 0211823410041 MICHAEL VOGSLAND 4295 SHOREWOOD TR 102 0211823410050 ANDREW P SEIBENICK 835 FOX PATH CT 103 0211823420002 RICHARD LU & YAN HUANG 4205 SHOREWOOD TR 104 0211823420004 BLAKE & MEGAN SANDVOLD 4165 SHOREWOOD TR 105 0211823420005 JOHN E & SHARON M HITE 4145 SHOREWOOD TR 106 0211823420006 JOHN POAGE & IRINA POAGE 4125 SHOREWOOD TR 107 0211823420007 THOMAS & DEBORAH NICOSKI 4105 SHOREWOOD TR 108 0211823420008 TAMMYLYNNE JONAS 4085 SHOREWOOD TR 109 0211823420009 JULIO & CAROLINE AMPUERO 4065 SHOREWOOD TR 110 0211823420013 MARK EARL DEFFNER 4115 SHOREWOOD TR 111 0211823110006 KRISTIN M TOSTE 4650 FOXBERRY DR 112 0211823110009 PETER HANSSEN 4620 FOXBERRY DR 113 0211823110014 ROBERT C & SUSANNA M WOODS 900 FOXBERRY CIR 114 0211823110015 ROBERT S KIEVAL 850 FOXBERRY CIR 115 0211823110019 JEREMY ROGOSHESKE 4715 FOXBERRY DR 116 0211823110023 VINCENT L & JOYCE S HAYDEN 4795 FOXBERRY DR 117 0211823110031 JAMES T PARKHURST 4700 MEDINA LAKE DR 118 0211823110035 TROY A & JENNIFER L SHORT 4660 MEDINA LAKE DR 119 0211823110037 KATIE LEIGH GELFAND 4737 MEDINA LAKE DR 120 0211823120009 LUKE HAMMER & RACHEL HAMMER 4730 SETTLERS CT 121 0211823120013 LORI KURMAN 4705 SETTLERS CT 122 0211823120014 DEBRA S ANDREWS 4667 MEDINA LAKE DR 123 0211823120017 MATT D & BETH L GEURINK 1025 SETTLERS RD 124 0211823120023 KENDRA C SULLIVAN 1165 SETTLERS RD 125 0211823120027 DOUGLAS J CHRISTENSEN 1125 SETTLERS RD 126 0211823140008 ERIC R DAHMER 4470 SHOREWOOD TR 127 0211823140009 BRIAN KRAATZ & ANDREA KRAATZ 4495 MAPLE LEAF CT 128 0211823140017 BRUCE C & RANELLE C KUEHL 4508 MEDINA LAKE DR 129 0211823140030 STEVEN & GEORGIANN HOLMQUIST 4521 MEDINA LAKE DR 130 0211823140031 BARTON SORENSEN 4527 MEDINA LAKE DR 131 0211823140032 ROBERT K & DARLENE S LARSON 4450 MAPLE LEAF CT 132 0211823140034 TIMOTHY UNTERSEHER 840 FOX PATH CT 133 0211823140035 QING HUANG 830 FOX PATH CT 134 0211823140047 YULIAN YANG & JIANBO YANG 4595 FOXBERRY DR 135 0211823410005 MICHAEL L MINOR 4290 FOXBERRY CT 136 0211823410007 DEREK J & MICHELLE M CHERNE 4230 FOXBERRY CT 137 0211823410012 DALLAS GLIDEWELL 4295 FOXBERRY CT 138 0211823410018 RAM MULAY & SHIVANI MULAY 800 FOXBERRY FARMS RD 139 0211823410024 HUMERA MUJIR & IBRAHIM MUJIR 4375 SHOREWOOD TR 140 0211823410034 CHRIS E RAHN 900 SUNSET CT 141 0211823410036 STEVEN G & ELAINE M VALERIUS 935 SUNSET CT 142 0211823410039 JAMES L SEXTON 4315 SHOREWOOD TR 143 0211823410043 FOUZIA LASHARI 4255 SHOREWOOD TR 144 0211823410044 VIDYOTHAM REDDI 4225 SHOREWOOD TR 145 0211823410046 JOHN PATRICK PICKERING\ 875 FOX PATH CT 146 0211823410049 LAURA HOMCHIK 845 FOX PATH CT 147 0211823420014 NATHAN HARTY & TENA HARTY 1100 FOXTAIL DR 148 0211823420015 MONDELL 1115 FOXTAIL DR Foxberry Farms Feasibility Report Page 17 149 0211823420017 ELIZABETH M BERG 1165 FOXTAIL DR 150 0211823420018 CHRISTINE A ANDRES 1195 FOXTAIL DR Resolution No. 2023-xx February 21, 2023 Member __ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2023-xx RESOLUTION RECEIVING FEASIBILITY REPORT AND CALLING FOR PUBLIC HEARINGS ON FOXBERRY FARMS AREA STREET IMPROVEMENT PROJECT AND LEVYING SPECIAL ASSESSMENTS FOR SAME WHEREAS, a feasibility report has been prepared by Steve Scherer as the city’s Public Works Director regarding a street improvement project for the Foxberry Farms area; and WHEREAS, the project consists of mill, overlay, and curb replacement, as needed, described in the report; and WHEREAS, the report provides information regarding whether the project is necessary, cost-effective and feasible. NOW, THEREFORE, BE IT RESOLVED, by the city council of the city of Medina, as follows: 1. The feasibility report is hereby accepted, and the project is determined to be necessary, cost-effective, and feasible. 2. The project shall be constructed using competitive bids received by the City of Medina. 3. The city council shall consider the making of such improvements in accordance with the feasibility report and assessing benefited properties in accordance with the city’s special assessment policy and pursuant to Minn. Stat., Chapter 429. The estimated total cost of the project is as follows: • Foxberry Farms Area $448,284.98 4. Public hearings to consider the making of such improvement and the levying of special assessments related thereto shall be held at 7:00 p.m. in the council chambers at Medina city hall on the following dates: • Foxberry Farms Area April 18, 2023 5. City staff is authorized and directed to prepare plans and specifications for making the project. Resolution No. 2023-xx February 21, 2023 2 6. City staff is directed to prepare the appropriate notices for the improvement hearings and assessment hearings and to cause the proper published and mailed notices to be given for the public hearings as required by law and in accordance with the above schedule. 7. The amount of the project to be specially assessed against benefited properties in accordance with the city’s special assessment policy and Minn. Stat. Chapter 429 is as follows: • Foxberry Farms Area $224,142.49 8. The city clerk, with the assistance of city staff, shall forthwith calculate the proper amount to be specially assessed for each such improvement against every assessable lot, piece, or parcel of land within the area affected without regard to cash valuation and shall file a copy of the proposed assessment in the clerk’s office at city hall. Dated: February 21, 2023 _________________________ Kathleen Martin, Mayor Attest: ___________________________________ Caitlyn Walker, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member __ and upon vote being taken thereon, the following voted in favor thereof: - And the following voted against same: - Whereupon said resolution was declared duly passed and adopted. 1 TO: Honorable Mayor and City Council FROM: Steve Scherer, Public Works Director DATE: February 13, 2023 MEETING: February 21, 2023 SUBJECT: Meadowwoods Trail & Cherokee Road Pavement Rehabilitation Project Summary The 2023 CIP for street improvements includes pavement rehabilitation for Meadowwoods Trail and Cherokee Road. The project falls under our assessment policy as a residential street assessed at a rate of 50% of the total cost. I plan to manage this project in-house with some minimal assistance from engineering and utilizing our street material bids for competitive pricing. The feasibility report for the project is included in your packet with a complete cost detail and assessment area map, along with the resolution to receive the feasibility report and calling for public hearings on the Meadowwoods Trail and Cherokee Road street improvement project and levying special assessments for same. Staff Recommendation Motion to adopt resolution receiving the feasibility report and calling for public hearings on the Meadowwoods Trail and Cherokee Road street improvement project and levying special assessments for same. Attachments • Feasibility Report • Resolution to Accept Feasibility Report MEMORANDUM Agenda Item #9B3 FEASIBILITY REPORT MEADOWWOODS TRAIL AND CHEROKEE ROAD OVERLAY PROJECT CITY OF MEDINA HENNEPIN COUNTY, MINNESOTA February 21, 2023 Prepared by: Steve Scherer Public Works Director Meadowwoods Trail and Cherokee Road Feasibility Report Page 2 City of Medina – Meadowwoods Trail and Cherokee Road Overlay Project___________________________ Table of Contents Table of Contents…………………………………………………………………………. 2 1.0 Introduction……………………………………………………………................... 3 2.0 Summary and Recommendations………………………………………...................4 3.0 Street Improvements……………………………………………………...................5 Figure 1 – Typical Section – Overlay 4.0 Cost Summary……………………………………………………………………… 6 Table 1 – Proposed Improvements Cost Summary…………………………7 5.0 Funding Options…………………………………………………………………….8 6.0 Project Schedule……………………………………………………….……………9 Appendix A - Cost Estimate…………………………………………..........A-1 Appendix B - Project Location and Proposed Assessment Map.……...........B-1 Appendix C – Proposed Property Assessment Address List.……....……….C-1 Meadowwoods Trail and Cherokee Road Feasibility Report Page 3 City of Medina – Meadowwoods Trail and Cherokee Road Overlay Project___________________________ 1.0 Introduction City Staff has requested this report to determine the feasibility of pavement improvements to Meadowwoods Trail and Cherokee Road. History: Meadowwoods Trail was accepted as a city street and connected to Cherokee Road as a through street in 1982. In 1988 the first seal coat was applied, an overlay in 2000, and another sealcoat since then. There is no indication of road base failure, however the surface of the road consists of stress cracking and some delamination of the sealcoat. In 2009, the City established a rating scale of 1 to 5 based on the condition of the road (5, indicating excellent condition). Meadowwoods Trail and Cherokee Road were rated at 2-3 in 2022, and the overlay project was added to the 2023 capital improvement plan. To preserve the integrity of the streets, staff recommends an overlay for the entire street section. I am confident the recommended improvements, along with regular maintenance, and the continuation of seasonal weight postings and organized garbage collection, will extend the pavement life for up to 15 years. A cost analysis is presented in the Cost Summary section of this report. A detailed cost for the project can be found in Appendix A. The project location and proposed assessment map highlighting the benefiting properties are included in Appendix B and a detailed listing of the properties included in Appendix C. Meadowwoods Trail and Cherokee Road Feasibility Report Page 4 City of Medina – Meadowwoods Trail and Cherokee Road Overlay Project___________________________ 2.0 Summary and Recommendations The proposed project is feasible, necessary, and cost effective from an engineering standpoint, to prolong the useful life of the road. The following recommendations are presented for consideration by the Medina City Council: 1) That this report be adopted as the guide for the overlay of Meadowwoods Trail and Cherokee Road. 2) That the cost of improvements be allocated in accordance with the City’s Special Assessment Policy throughout the proposed roadway improvement area. 3) That a public hearing be held April 18, 2023, on the proposed improvements. Meadowwoods Trail and Cherokee Road Feasibility Report Page 5 City of Medina – Meadowwoods Trail and Cherokee Road Overlay Project___________________________ 3.0 Street Improvements The Meadowwoods Trail and Cherokee Road overlay totals approximately 15,354 square yards. The road width is approximately 24 feet wide with mostly vegetated shoulders. This project includes milling where necessary to improve drainage, pre-patching in weak areas, installing a 1 ½” bituminous overlay, installing black dirt and seeding or limestone for shouldering to match existing conditions The existing road width will be maintained throughout the project. See Figure 1 for the typical street section. FIGURE 1 Meadowwoods Trail and Cherokee Road Feasibility Report Page 6 City of Medina – Meadowwoods Trail and Cherokee Road Overlay Project___________________________ 4.0 Cost Summary A detailed cost estimate for the proposed improvements can be found in Appendix A. The costs represent estimated construction costs for an overlay of Meadowwoods Trail and Cherokee Road, including installation of black dirt and seeding for shoulders. The cost estimate incorporates 2023 construction costs recently received by the City of Medina, and include a 10% contingency factor for project administration, management, and construction. A summary of the estimated costs is presented in Table 1. TABLE 1 – PROPOSED IMPROVEMENT COST SUMMARY COST ESTIMATE MEADOWWOODS TRAIL & CHEROKEE ROAD PROJECT COST 1 ½” Bituminous Overlay $119,383.11 Meadowwoods Trail and Cherokee Road Feasibility Report Page 7 City of Medina – Meadowwoods Trail and Cherokee Road Overlay Project___________________________ 5.0 Funding Options 5.1 ASSESSMENTS The City of Medina has an adopted special assessment policy regarding public improvements. Following the guidelines of this policy, a portion of the construction costs for the project may be funded through special assessments. Properties which may be assessed for a portion of the project are identified in Appendix C. 5.2 CITY FUNDS The remainder of the project costs not assessed to benefitting properties will be funded with City Street funds. Meadowwoods Trail and Cherokee Road Feasibility Report Page 8 City of Medina – Meadowwoods Trail and Cherokee Road Overlay Project___________________________ 6.0 Project Schedule The schedule that is shown below provides for completion in October 2023. Receive Feasibility Report February 21, 2023 Call for Public Hearing/Assessment Hearing February 21, 2023 Public Hearing/Assessment Hearing April 18, 2023 Begin Construction May 2023 Construction Substantially Complete October 2023 The schedule assumes that the public hearing and assessment hearing for the project will be held at a single, regularly scheduled Council meeting. Note that the construction process should occur over a one-week period during a May through October timeframe. Meadowwoods Trail and Cherokee Road Feasibility Report Page 9 APPENDIX A Cost Estimate Meadowwoods Trail and Cherokee Road Feasibility Report Page 10 COST ESTIMATE MEADOWWOODS TRAIL & CHEROKEE ROAD 15,354 Square Yards of Surface Mobilization - Small Mill 1 $400.00 $400.00 Miscellaneous Milling 5 $210.00 $1,050.00 1-1/2" Ware - MnDOT SPWEB240(B) MIX (per ton) 1267 $80.30 $101,740.10 County Permit 1 $340.00 $340.00 Shouldering / Black dirt / Seeding 1 $5,000.00 $5,000.00 Construction Total $108,530.10 Contingency Total (10%) $10,853.01 Grand Total $119,383.11 Cost Assumptions: Tack coat cost included in the bituminous wear course unit price. Estimate includes milling only where necessary to improve drainage and pre-patching in weak areas. Meadowwoods Trail and Cherokee Road Feasibility Report Page 11 APPENDIX B Project Location and Potential Assessment Areas Meadowwoods Trail and Cherokee Road Feasibility Report Page 12 Meadowwoods Trail and Cherokee Road Feasibility Report Page 13 Meadowwoods Trail and Cherokee Road Feasibility Report Page 14 APPENDIX C Detailed Property Listing Meadowwoods Trail and Cherokee Road Feasibility Report Page 15 MAP ID PID FEE OWNER PROPERTY ADDRESS 1 2311823410010 SCOTT & CHANTELLEE THEISEN 1950 MEADOWWOODS TR 2 2311823420020 JAMISON & CAROLINE LYNGSTAD 1825 MEADOWWOODS TR 3 2311823430007 DANIEL & AMARIS LARTER 1762 TAMARACK DR 4 2311823430008 JESSICA & JAMES KINSELLA 1160 CHEROKEE RD 5 2311823430011 ROSS & ANGELA DAHLOF 1121 CHEROKEE RD 7 2311823440012 DOUGLAS & LUANN DOTY 1795 MEADOWWOODS TR 8 2311823410007 SUSAN & PHILIP ZIETLOW 875 CO RD 24 9 2311823430009 DAVID & GAIL GABBERT 1140 CHEROKEE RD 10 2311823440005 DENNIS C NEILSON 1800 MEADOWWOODS LA 11 2311823440006 DAVID R WEIR 1760 MEADOWWOODS TR 12 2311823440009 JAMES E & JUDY D BRANDENBURG 1715 MEADOWWOODS TR 13 2311823410009 DIANNA & ROBERT MCMILLAN 1875 MEADOWWOODS TR 14 2311823420018 ERIC & JACKIE PAGEL 1855 MEADOWWOODS TR 15 2311823430019 JESSICA & ANDREW VOLKENANT 1815 MEADOWWOODS TR 16 2311823440011 JAMES H & DIANA S HERZAN 1775 MEADOWWOODS TR 17 2311823410008 SUSAN A ZIETLOW 875 CO RD NO 24 18 2311823430014 ADRIAN DEAN SMITH 1722 TAMARACK DR 19 2311823440007 ELLEN P SAYER 1730 MEADOWWOODS TR 20 2311823440008 RANDALL & ELISABETH KAHNKE 1700 MEADOWWOODS TR 21 2311823440010 STEPHANIE ANN NORRIS 1745 MEADOWWOODS TR 22 2411823320006 STEPHEN E BARRON 1865 BUCKSKIN DR Resolution No. 2023-xx February 21, 2023 Member __ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2023-xx RESOLUTION RECEIVING FEASIBILITY REPORT AND CALLING FOR PUBLIC HEARINGS ON MEADOWWOODS TRAIL AND CHEROKEE ROAD STREET IMPROVEMENT PROJECT AND LEVYING SPECIAL ASSESSMENTS FOR SAME WHEREAS, a feasibility report has been prepared by Steve Scherer as the city’s Public Works Director regarding a street improvement project for Meadowwoods Trail and Cherokee Road; and WHEREAS, the project consists of an overlay as described in the report; and WHEREAS, the report provides information regarding whether the project is necessary, cost-effective and feasible. NOW, THEREFORE, BE IT RESOLVED, by the city council of the city of Medina, as follows: 1. The feasibility report is hereby accepted, and the project is determined to be necessary, cost-effective, and feasible. 2. The project shall be constructed using competitive bids received by the City of Medina. 3. The city council shall consider the making of such improvements in accordance with the feasibility report and assessing benefited properties in accordance with the city’s special assessment policy and pursuant to Minn. Stat., Chapter 429. The estimated total cost of the project is as follows: • Meadowwoods Trail and Cherokee Road $119,505.48 4. Public hearings to consider the making of such improvement and the levying of special assessments related thereto shall be held at 7:00 p.m. in the council chambers at Medina city hall on the following dates: • Meadowwoods Trail and Cherokee Road April 18, 2023 5. City staff is authorized and directed to prepare plans and specifications for making the project. Resolution No. 2023-xx February 21, 2023 2 6. City staff is directed to prepare the appropriate notices for the improvement hearings and assessment hearings and to cause the proper published and mailed notices to be given for the public hearings as required by law and in accordance with the above schedule. 7. The amount of the project to be specially assessed against benefited properties in accordance with the city’s special assessment policy and Minn. Stat. Chapter 429 is as follows: • Meadowwoods Trail and Cherokee Road $59,752.74 8. The city clerk, with the assistance of city staff, shall forthwith calculate the proper amount to be specially assessed for each such improvement against every assessable lot, piece, or parcel of land within the area affected without regard to cash valuation and shall file a copy of the proposed assessment in the clerk’s office at city hall. Dated: February 21, 2023 _________________________ Kathleen Martin, Mayor Attest: ___________________________________ Caitlyn Walker, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member __ and upon vote being taken thereon, the following voted in favor thereof: - And the following voted against same: - Whereupon said resolution was declared duly passed and adopted. 1 TO: Honorable Mayor and City Council FROM: Steve Scherer, Public Works Director DATE: February 13, 2023 MEETING: February 21, 2023 SUBJECT: Medina Highlands & Clydesdale Trl E. Pavement Rehabilitation Project Summary The 2023 CIP for street improvements includes pavement rehabilitation for Medina Highlands and Clydesdale Trail East. The project falls under our assessment policy as a residential street assessed at a rate of 50% of the total cost. I plan to manage this project in- house with some minimal assistance from engineering and utilizing our street material bids for competitive pricing. The feasibility report for the project is included in your packet with a complete cost detail and assessment area map, along with the resolution to receive the feasibility report and calling for public hearings on the Medina Highlands and Clydesdale Trail East Street improvement project and levying special assessments for same. Staff Recommendation Motion to adopt resolution receiving the feasibility report and calling for public hearings on the Medina Highlands and Clydesdale Trail East Street improvement project and levying special assessments for same. Attachments • Feasibility Report • Resolution to Accept Feasibility Report MEMORANDUM Agenda Item #9B4 FEASIBILITY REPORT MEDINA HIGHLANDS AND CLYDESDALE TRAIL EAST MILL AND OVERLAY PROJECT CITY OF MEDINA HENNEPIN COUNTY, MINNESOTA February 21, 2023 Prepared by: Steve Scherer Public Works Director Medina Highlands & Clydesdale Trail E Feasibility Report Page 2 City of Medina – Medina Highlands & Clydesdale Trail E Overlay Project____________________________ Table of Contents Table of Contents…………………………………………………………………………. 2 1.0 Introduction……………………………………………………………................... 3 2.0 Summary and Recommendations………………………………………...................4 3.0 Street Improvements……………………………………………………...................5 Figure 1 – Typical Section – Overlay 4.0 Cost Summary……………………………………………………………………… 6 Table 1 – Proposed Improvements Cost Summary…………………………7 5.0 Funding Options…………………………………………………………………….8 6.0 Project Schedule……………………………………………………….……………9 Appendix A - Cost Estimate………………………………………………….…...A-1 Appendix B - Project Location and Proposed Assessment Map.………………….B-1 Appendix C – Proposed Property Assessment Address List.……....….………..…C-1 Medina Highlands & Clydesdale Trail E Feasibility Report Page 3 City of Medina – Medina Highlands & Clydesdale Trail E Overlay Project____________________________ 1.0 Introduction City Staff has requested this report to determine the feasibility of pavement improvements to the following residential streets located in the Medina Highlands area: Linden Drive, Linden East, Linden West, Linden Place, Lilac Drive, and Clydesdale Trail East. History: The above streets were installed in 2005. The existing utilities are in good shape, no repairs were needed in the past year, and I am confident in paving over them. The project will take care of repairs around storm catch basins, manholes, and valves prior to paving. In 2009, the City established a rating scale of 1 to 5 based on the condition of the road (5, indicating excellent condition). Medina Highlands was rated at 2 - 3 in 2022 and the overlay project was added to the 2023 capital improvement plan. To preserve the integrity of the streets staff recommends a mill and overlay, and replacement of damaged curb throughout the neighborhood. I am confident the recommended improvements, along with regular maintenance, and the continuation of seasonal weight postings and organized garbage collection, will extend the pavement life for up to 15 years. A cost analysis is presented in the Cost Summary section of this report. A detailed cost for the project can be found in Appendix A. The project location and proposed assessment map highlighting the benefiting properties are included in Appendix B and a detailed listing of the properties included in Appendix C. Medina Highlands & Clydesdale Trail E Feasibility Report Page 4 City of Medina – Medina Highlands & Clydesdale Trail E Overlay Project____________________________ 2.0 Summary and Recommendations The proposed project is feasible, necessary, and cost effective from an engineering standpoint, to prolong the useful life of the road. The following recommendations are presented for consideration by the Medina City Council: 1) That this report be adopted as the guide for the mill and overlay of the above streets located in or near the Medina Highlands neighborhood. 2) That the cost of improvements be allocated in accordance with the City’s Special Assessment Policy throughout the proposed roadway improvement area. 3) That a public hearing be held April 18, 2023, on the proposed improvements. Medina Highlands & Clydesdale Trail E Feasibility Report Page 5 City of Medina – Medina Highlands & Clydesdale Trail E Overlay Project____________________________ 3.0 Street Improvements The Highlands area: Linden Drive, Linden East, Linden West, Linden Place, Lilac Drive, and Clydesdale Trail East, total approximately 11,020 square yards. The road width is approximately 23 feet wide, with concrete curb and storm sewer. This project includes a complete mill and overlay, minimal curb replacement, and installing a 1 ½” bituminous overlay. Additionally, the project will include any minor adjustments to storm sewer structures, manholes, or valves in the street. See Figure 1 for the typical street section. FIGURE 1 Medina Highlands & Clydesdale Trail E Feasibility Report Page 6 City of Medina – Medina Highlands & Clydesdale Trail E Overlay Project____________________________ 4.0 Cost Summary A detailed cost estimate for the proposed improvements can be found in Appendix A. The costs represent estimated construction costs for a mill and overlay project of Medina Highlands and Clydesdale Trail East, including replacement of damaged curb, black dirt and seeding behind the curb. The cost estimate incorporates 2023 construction costs recently received by the City of Medina, and include a 15% contingency factor for project administration, management, and construction. A summary of the estimated costs is presented in Table 1. TABLE 1 – PROPOSED IMPROVEMENT COST SUMMARY COST ESTIMATE MEDINA HIGHLANDS & CLYDESDALE TRAIL EAST PROJECT COST Mill and Overlay $152,539.11 Medina Highlands & Clydesdale Trail E Feasibility Report Page 7 City of Medina – Medina Highlands & Clydesdale Trail E Overlay Project____________________________ 5.0 Funding Options 5.1 ASSESSMENTS The City of Medina has an adopted special assessment policy regarding public improvements. Following the guidelines of this policy, a portion of the construction costs for the project may be funded through special assessments. Properties which may be assessed for a portion of the project are identified in Appendix C. 5.2 CITY FUNDS The remainder of the project costs not assessed to benefitting properties will be funded with City street funds. Medina Highlands & Clydesdale Trail E Feasibility Report Page 8 City of Medina – Medina Highlands & Clydesdale Trail E Overlay Project____________________________ 6.0 Project Schedule The schedule that is shown below provides for completion in October 2023. Receive Feasibility Report February 21, 2023 Call for Public Hearing/Assessment Hearing February 21, 2023 Public Hearing/Assessment Hearing April 18, 2023 Begin Construction May 2023 Construction Substantially Complete October 2023 The schedule assumes that the public hearing and assessment hearing for the project will be held at a single, regularly scheduled council meeting. Note that the construction process should occur over a one-week period during a May through October timeframe. Medina Highlands & Clydesdale Trail E Feasibility Report Page 9 APPENDIX A Cost Estimate Medina Highlands & Clydesdale Trail E Feasibility Report Page 10 COST ESTIMATE MEDINA HIGHLANDS & CLYDESDALE TRAIL EAST 11,020 Square Yards of Surface 1-1/2" Ware - MnDOT SPWEB240(B) MIX (per ton) 909 $80.30 $72,992.70 Curb Replacement (per LF) 862 $45.00 $38,790.00 Traffic Control 1 $3,000.00 $3,000.00 County Permit 1 $340.00 $340.00 Milling 11,020 $1.00 $11,020.00 Mobilization 1 $1,500.00 $1,500.00 Recon Seeding Behind Curb 1 $5,000.00 $5,000.00 Construction Total $132,642.70 Contingency Total (15%) $19,896.41 Total Estimated Road Cost $152,539.11 Cost Assumptions: Tack coat cost included in the bituminous wear course unit price. Estimate includes milling only where necessary to improve drainage and pre-patching in weak areas. Medina Highlands & Clydesdale Trail E Feasibility Report Page 11 APPENDIX B Project Location and Potential Assessment Areas Medina Highlands & Clydesdale Trail E Feasibility Report Page 12 Medina Highlands & Clydesdale Trail E Feasibility Report Page 13 APPENDIX C Detailed Property Listing Medina Highlands & Clydesdale Trail E Feasibility Report Page 14 MAP ID PID FEE OWNER PROPERTY ADDRESS 1 1211823140074 KENNETH J MOOS 100 CLYDESDALE TRL 106 2 1211823140082 CHARLES ANDERSON 100 CLYDESDALE TRL 114 3 1211823140085 RONALD H VESCIO 100 CLYDESDALE TRL 117 4 1211823140087 MARGARET M ELSNER 100 CLYDESDALE TRL 119 5 1211823140094 RONALD A SCHULTE 100 CLYDESDALE TRL 126 6 1211823140102 MICHELE STENDAL 100 CLYDESDALE TRL 205 7 1211823140106 DANA WELD 100 CLYDESDALE TRL 209 8 1211823140108 DAVID E MILLER 100 CLYDESDALE TRL 211 9 1211823140109 ROSEANNE MCCOLLINS 100 CLYDESDALE TRL 212 10 1211823140113 MARY JO LESCH 100 CLYDESDALE TRL 216 11 1211823140122 SALLY NORDBY & DAVID NORDBY 100 CLYDESDALE TRL 225 12 1211823140126 MARGARET SHINEHOUSE 100 CLYDESDALE TRL 229 13 1211823140128 LEONARD & LORRAINE WAGNER 100 CLYDESDALE TRL 302 14 1211823140130 GREGORY R EBERT 100 CLYDESDALE TRL 304 15 1211823140134 BEVERLY JEAN METZ 100 CLYDESDALE TRL 308 16 1211823140141 MILDRED A KRUSE ARNESON 100 CLYDESDALE TRL 315 17 1211823140146 SHIRLEY A FLACHMAN 100 CLYDESDALE TRL 320 18 1211823140149 DAVID A SMITH 100 CLYDESDALE TRL 323 19 1211823140154 KATHRYN S FLAGG 100 CLYDESDALE TRL 328 20 1211823140073 LYNNE M MATESKI 100 CLYDESDALE TRL 105 21 1211823140076 FINNAMORE FAMILY TRUST 100 CLYDESDALE TRL 108 22 1211823140081 DAVE STANGLER 100 CLYDESDALE TRL 113 23 1211823140088 MAVIS FERN 100 CLYDESDALE TRL 120 24 1211823140089 LEE THONI & PHYLLIS RITCHIE 100 CLYDESDALE TRL 121 25 1211823140093 ELEANOR J DEGMAN TRUSTEE 100 CLYDESDALE TRL 125 26 1211823140096 PHYLLIS ALLISON 100 CLYDESDALE TRL 128 27 1211823140101 JANET D BRATKOVICH 100 CLYDESDALE TRL 204 28 1211823140110 BARBARA A ST MARTIN 100 CLYDESDALE TRL 213 29 1211823140115 DONALD A & JEAN A JOHANSEN 100 CLYDESDALE TRL 218 30 1211823140117 JAMES A LORENCE & LINDA M 100 CLYDESDALE TRL 220 31 1211823140119 LAUREL L METZLER 100 CLYDESDALE TRL 222 32 1211823140121 PETER A TADDY 100 CLYDESDALE TRL 224 33 1211823140124 ELIZABETH LARSON 100 CLYDESDALE TRL 227 34 1211823140132 BARBARA J PETERSON 100 CLYDESDALE TRL 306 35 1211823140133 WILLIAM J BRAUSEN 100 CLYDESDALE TRL 307 36 1211823140136 GARY L SCHMIDT 100 CLYDESDALE TRL 310 37 1211823140148 SHARRIE A FLAIG 100 CLYDESDALE TRL 322 38 1211823140150 DARLENE M HESSE 100 CLYDESDALE TRL 324 39 1211823140152 ROBERT K & MARY J GARRITY 100 CLYDESDALE TRL 326 40 1211823140153 KATHLEEN C POULIOT 100 CLYDESDALE TRL 327 41 1211823140155 KAREN DICKINSON 100 CLYDESDALE TRL 329 42 1211823140069 SANDRA LEE NELSON 100 CLYDESDALE TRL 101 43 1211823140070 JEANETTE BIALAS STRANDJORD 100 CLYDESDALE TRL 102 44 1211823140072 DUANE C WOSJE/CAROL E WOSJE 100 CLYDESDALE TRL 104 45 1211823140075 BRIDGET RANALLO 100 CLYDESDALE TRL 107 46 1211823140077 ARLENE B HARRISON 100 CLYDESDALE TRL 109 47 1211823140079 JACK LITOWSKY 100 CLYDESDALE TRL 111 48 1211823140090 SALLY MOEN 100 CLYDESDALE TRL 122 Medina Highlands & Clydesdale Trail E Feasibility Report Page 15 49 1211823140092 RALPH & VIRGINIA CARTER 100 CLYDESDALE TRL 124 50 1211823140095 BARBARA KLINER 100 CLYDESDALE TRL 127 51 1211823140097 LAVONNE SIRIANNI 100 CLYDESDALE TRL 129 52 1211823140099 BARBARA MEYER 100 CLYDESDALE TRL 202 53 1211823140103 MARRAN MCNULTY 100 CLYDESDALE TRL 206 54 1211823140104 JAN MARTIN 100 CLYDESDALE TRL 207 55 1211823140112 AVALON O EIDEN 100 CLYDESDALE TRL 215 56 1211823140116 CARL R SHUTTS 100 CLYDESDALE TRL 219 57 1211823140118 FRANCIS P BUNCH 100 CLYDESDALE TRL 221 58 1211823140123 JAMES & CLARICE LAMBRECHT 100 CLYDESDALE TRL 226 59 1211823140131 DEAN SCHUENKE 100 CLYDESDALE TRL 305 60 1211823140135 SHARON SAUER 100 CLYDESDALE TRL 309 61 1211823140137 NORMAN C BEARDSLEY 100 CLYDESDALE TRL 311 62 1211823140139 BARBARA L BIRO 100 CLYDESDALE TRL 313 63 1211823140144 CYNTHIA GILLETTE HURD 100 CLYDESDALE TRL 318 64 1211823140151 JAMES R ORR 100 CLYDESDALE TRL 325 65 1211823140071 SUSAN R WEBBER 100 CLYDESDALE TRL 103 66 1211823140078 LESLIE OSTREM 100 CLYDESDALE TRL 110 67 1211823140080 HERBERT HEICHERT 100 CLYDESDALE TRL 112 68 1211823140083 CHARLES & PATRICIA PAULSON 100 CLYDESDALE TRL 115 69 1211823140084 JOHANNA A LAMMERS 100 CLYDESDALE TRL 116 70 1211823140086 DONNA M MAUNU 100 CLYDESDALE TRL 118 71 1211823140091 DONALD H & SHARRON E EHLEN 100 CLYDESDALE TRL 123 72 1211823140098 CHARLES KLEINSTEUBER 100 CLYDESDALE TRL 201 73 1211823140100 SONA L KLEPPE 100 CLYDESDALE TRL 203 74 1211823140105 RICHARD SCHEARROW 100 CLYDESDALE TRL 208 75 1211823140107 VERNA J LUNDIN 100 CLYDESDALE TRL 210 76 1211823140111 JOHN M RUHA 100 CLYDESDALE TRL 214 77 1211823140114 JUDY A PILLSBURY 100 CLYDESDALE TRL 217 78 1211823140120 SUE ANN SCHNEIDER 100 CLYDESDALE TRL 223 79 1211823140125 ANTHONY RIVERA/SHERI RIVERA 100 CLYDESDALE TRL 228 80 1211823140127 RICHARD B LASH 100 CLYDESDALE TRL 301 81 1211823140129 KEITH L WIGGINS 100 CLYDESDALE TRL 303 82 1211823140138 ROBERT J ANONEN 100 CLYDESDALE TRL 312 83 1211823140140 SINCLAIR & ETHELYN BEIREIS 100 CLYDESDALE TRL 314 84 1211823140142 MARLENE LAU 100 CLYDESDALE TRL 316 85 1211823140143 JOYCE J PEGORS 100 CLYDESDALE TRL 317 86 1211823140145 LOIS H MAREK 100 CLYDESDALE TRL 319 87 1211823140147 BARBARA J KELLY 100 CLYDESDALE TRL 321 88 1211823110041 STEPHEN & MARY PAT BYRNES 3850 LINDEN DR W 89 1211823110051 RICHARD E EDIN 3840 LINDEN DR E 90 1211823110060 VATSAL A MUNSHI 3833 LINDEN DR E 91 1211823110062 BONNIE J DOWSETT 3865 LINDEN DR W 92 1211823110066 JAMES J & JUDITH A BAKER 3857 LINDEN DR W 93 1211823110067 TIMOTHY PATRICK MURRAY 3855 LINDEN DR W 94 1211823140026 DARYL DOORENBOS 3826 LINDEN DR E 95 1211823140029 GARY F LANGER 3820 LINDEN DR E 96 1211823140030 PAUL DEJUTE & SUSAN DEJUTE 3818 LINDEN DR E 97 1211823140036 CRAIG D DIVINEY 3706 LILAC DR 98 1211823140038 DAVID R SCHONEBAUM 3702 LILAC DR Medina Highlands & Clydesdale Trail E Feasibility Report Page 16 99 1211823140039 REBECCA DEE HELD 3701 LILAC DR 100 1211823140040 WILLIAM JARVEY 3703 LILAC DR 101 1211823140046 SHARON CHRISTOPHER 3715 LILAC DR 102 1211823140048 JOHN W STEFFAN 3719 LILAC DR 103 1211823140050 CAROL ANN SWENSON 3723 LINDEN DR W 104 1211823140052 FREDERICK R FAXVOG 3727 LINDEN DR W 105 1211823140059 JAMES C MCCKINNEY 3825 LINDEN DR E 106 1211823140061 JEFFERY JOHN GRATES 3716 LILAC DR 107 1211823140064 MARY K LOCHER 3720 LILAC DR 108 1211823110043 THOMAS FRETHEIM 3854 LINDEN DR W 109 1211823110047 EDWARD & WANDA SWEENEY 3848 LINDEN DR 110 1211823110053 JEAN QUALE 3836 LINDEN DR E 111 1211823110057 JEFFREY SCHERBER 3839 LINDEN DR E 112 1211823110061 WENDY SONDAG TAFT 3831 LINDEN DR E 113 1211823110064 MICHAEL HAGLUND 3861 LINDEN DR W 114 1211823110068 BARRY R & ROCHELLE I KRUPP 3853 LINDEN DR W 115 1211823140028 SHIRLEY J WIKNER TRUSTEE 3822 LINDEN DR E 116 1211823140032 RICHARD & PATRICIA BROOKS 3714 LILAC DR 117 1211823140042 PHYLLIS J CAVANAGH 3707 LILAC DR 118 1211823140058 GREGORY L BRETTINGEN 3827 LINDEN DR E 119 1211823140063 CHARLES W LUND/DIANE M LUND 3849 LINDEN DR W 120 1211823110044 HARLAN PERRON & NANCY PERRON 3856 LINDEN DR W 121 1211823110049 GERALD A LEINFELDER 3844 LINDEN DR E 122 1211823110054 JOAN M HAUER REVOCABLE TRUST 3834 LINDEN DR E 123 1211823110059 STUART & MARY MOGELSON 3835 LINDEN DR E 124 1211823110065 MARY F ALSHOUSE 3859 LINDEN DR W 125 1211823140031 SHAHRAM SALIMY 3816 LINDEN DR E 126 1211823140034 PATRICIA A NIEMI 3710 LILAC DR 127 1211823140041 LOLA M PALMER 3705 LILAC DR 128 1211823140043 THOMAS A NELSON 3709 LILAC DR 129 1211823140044 MARILYN A NYGARD 3711 LILAC DR 130 1211823140051 ROBERT HELGREN 3725 LINDEN DR W 131 1211823140054 ANN M GARLAND 3731 LINDEN DR W 132 1211823140060 ROBERT W & JENNIFER J LARSON 3823 LINDEN DR E 133 1211823110042 CORRINE J PULVERMACHER TRUST 3852 LINDEN DR W 134 1211823110045 PATRICIA A BORGERSON 3858 LINDEN DR W 135 1211823110046 JAMES J BEMIS 3860 LINDEN DR W 136 1211823110048 JON C HERSCH 3846 LINDEN DR E 137 1211823110050 DANIEL J SCHROEDER 3842 LINDEN DR E 138 1211823110052 PAMELA KIRKPATRICK 3838 LINDEN DR E 139 1211823110055 JAMES J HEIMERL 3832 LINDEN DR E 140 1211823110056 ROBERT & CONNIE LENZMEIER 3830 LINDEN DR E 141 1211823110058 JAMES I PEDERSON 3837 LINDEN DR E 142 1211823110063 WENDY S STROMBECK 3863 LINDEN DR W 143 1211823140025 CYNTHIA L AMUNDSON 3828 LINDEN DR E 144 1211823140027 JAMES W & GAIL B LAPPEN 3824 LINDEN DR E 145 1211823140033 WALTER P SWIERK 3712 LILAC DR 146 1211823140035 ALAN J GRUNDEI 3708 LILAC DR 147 1211823140037 TODD JACKSON & JILL JACKSON 3704 LILAC DR 148 1211823140045 GLENN E MAHLER 3713 LILAC DR Medina Highlands & Clydesdale Trail E Feasibility Report Page 17 149 1211823140047 TOM & NANNETTE CASSIDY 3717 LILAC DR 150 1211823140049 LUANN JOHNSON & REID JOHNSON 3721 LILAC DR 151 1211823140053 ROGER W & PEGGY A LEDEBOER 3729 LINDEN DR W 152 1211823140055 VASILIOS KOTTAS 3733 LINDEN DR W 153 1211823140056 PAULETTE F MASSA 3735 LINDEN DR W 154 1211823140057 SEAMUS J LAFFERTY 3829 LINDEN DR E 155 1211823140062 EILEEN S ROHLAND 3851 LINDEN DR W Resolution No. 2023-xx February 21, 2023 Member __ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2023-xx RESOLUTION RECEIVING FEASIBILITY REPORT AND CALLING FOR PUBLIC HEARINGS ON THE MEDINA HIGHLANDS AREA STREET IMPROVEMENT PROJECT AND LEVYING SPECIAL ASSESSMENTS FOR SAME WHEREAS, a feasibility report has been prepared by Steve Scherer as the City’s Public Works Director regarding a street improvement project for the Medina Highlands area; and WHEREAS, the project consists of mill and overlay described in the report; and WHEREAS, the report provides information regarding whether the project is necessary, cost-effective and feasible. NOW, THEREFORE, BE IT RESOLVED, by the city council of the city of Medina, as follows: 1. The feasibility report is hereby accepted, and the project is determined to be necessary, cost-effective, and feasible. 2. The project shall be constructed using competitive bids received by the City of Medina. 3. The city council shall consider the making of such improvements in accordance with the feasibility report and assessing benefited properties in accordance with the city’s special assessment policy and pursuant to Minn. Stat., Chapter 429. The estimated total cost of the project is as follows: • Medina Highlands $152,539.11 4. Public hearings to consider the making of such improvement and the levying of special assessments related thereto shall be held at 7:00 p.m. in the council chambers at Medina city hall on the following dates: • Medina Highlands April 18, 2023 5. City staff is authorized and directed to prepare plans and specifications for making the project. Resolution No. 2023-xx February 21, 2023 2 6. City staff is directed to prepare the appropriate notices for the improvement hearings and assessment hearings and to cause the proper published and mailed notices to be given for the public hearings as required by law and in accordance with the above schedule. 7. The amount of the project to be specially assessed against benefited properties in accordance with the city’s special assessment policy and Minn. Stat. Chapter 429 is as follows: • Medina Highlands $76,269.56 8. The city clerk, with the assistance of city staff, shall forthwith calculate the proper amount to be specially assessed for each such improvement against every assessable lot, piece or parcel of land within the area affected without regard to cash valuation and shall file a copy of the proposed assessment in the clerk’s office at city hall. Dated: February 21, 2023 _________________________ Kathleen Martin, Mayor Attest: ___________________________________ Caitlyn Walker, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member __ and upon vote being taken thereon, the following voted in favor thereof: - And the following voted against same: - Whereupon said resolution was declared duly passed and adopted. 1 TO: Honorable Mayor and City Council FROM: Steve Scherer, Public Works Director DATE: February 13, 2023 MEETING: February 21, 2023 SUBJECT: Pinto Drive (S of Hamel Rd) Pavement Rehabilitation Project Summary The 2023 CIP for street improvements includes pavement rehabilitation for the Pinto Drive (S of Hamel Rd). The project falls under our assessment policy as a residential street assessed at a rate of 50% of the total cost. I plan to manage this project in-house with some minimal assistance from engineering and utilizing our street material bids for competitive pricing. The feasibility report for the project is included in your packet with a complete cost detail and assessment area map, along with the resolution to receive the feasibility report and calling for public hearings on the Pinto Drive (S of Hamel Rd) street improvement project and levying special assessments for same. Staff Recommendation Motion to adopt resolution receiving the feasibility report and calling for public hearings on the Pinto Drive (S of Hamel Rd) street improvement project and levying special assessments for same. Attachments • Feasibility Report • Resolution to Accept Feasibility Report MEMORANDUM Agenda Item #9B5 FEASIBILITY REPORT PINTO DRIVE (SOUTH OF HAMEL ROAD) OVERLAY PROJECT CITY OF MEDINA HENNEPIN COUNTY, MINNESOTA February 21, 2023 Prepared by: Steve Scherer Public Works Director Pinto (S of Hamel Rd) Overlay Projects Project Page 2 City of Medina – Pinto Drive (South of Hamel Road) Overlay Project_______________________________ Table of Contents Table of Contents…………………………………………………………………………. 2 1.0 Introduction……………………………………………………………................... 3 2.0 Summary and Recommendations………………………………………...................4 3.0 Street Improvements……………………………………………………...................5 Figure 1 – Typical Section – Overlay 4.0 Cost Summary……………………………………………………………………… 6 Table 1 – Proposed Improvements Cost Summary…………………………7 5.0 Funding Options…………………………………………………………………….8 6.0 Project Schedule……………………………………………………….……………9 Appendix A - Cost Estimate………………………………………….……...A-1 Appendix B - Project Location and Proposed Assessment Map.……………B-1 Appendix C - Proposed Property Assessment Address List.…………...…...C-1 Pinto (S of Hamel Rd) Overlay Projects Project Page 3 City of Medina – Pinto Drive (South of Hamel Road) Overlay Project_______________________________ 1.0 Introduction City Staff has requested this report to determine the feasibility of pavement improvements to Pinto Drive (South of Hamel Road). History: Pinto Drive (South of Hamel Road) is a dead-end street with a cul-de-sac at the end. The street serves a variation of properties. Records of past maintenance could not be found in the file, but our assessment found that an overlay is needed. In 2009, the City established a rating scale of 1 to 5 based on the condition of the road (5, indicating excellent condition). Pinto Drive (South of Hamel Road) was rated at 2 in 2022 and the overlay project was added to the 2023 capital improvement plan. To preserve the integrity of the street staff recommends a 1 ½” overlay for the entire street section. I am confident the recommended improvements, along with regular maintenance, and the continuation of seasonal weight postings and organized garbage collection, will extend the pavement life for up to 15 years. A cost analysis is presented in the Cost Summary section of this report. A detailed cost estimate for the project can be found in Appendix A. The project location and proposed assessment map highlighting the benefiting properties are included in Appendix B and a detailed listing of the properties included in Appendix C. Pinto (S of Hamel Rd) Overlay Projects Project Page 4 City of Medina – Pinto Drive (South of Hamel Road) Overlay Project_______________________________ 2.0 Summary and Recommendations The proposed project is feasible, necessary, and cost effective from an engineering standpoint, to prolong the useful life of the road. The following recommendations are presented for consideration by the Medina City Council: 1) That this report be adopted as the guide for the overlay of Pinto Drive (South of Hamel Road). 2) That the cost of improvements be allocated in accordance with the City’s Special Assessment Policy throughout the proposed roadway improvement area. 3) That a public hearing be held April 18, 2023, on the proposed improvements. Pinto (S of Hamel Rd) Overlay Projects Project Page 5 City of Medina – Pinto Drive (South of Hamel Road) Overlay Project_______________________________ 3.0 Street Improvements The Pinto Drive (South of Hamel Road) overlay totals approximately 1,018 square yards. The road width is approximately 24 feet wide with mostly vegetated and curbed shoulders. This project includes milling where necessary to improve drainage, pre-patching in weak areas, installing a 1 ½” bituminous overlay, bituminous curb, and seeding where necessary. The existing road width will be maintained throughout the project. See Figure 1 for the typical street section. FIGURE 1 Pinto (S of Hamel Rd) Overlay Projects Project Page 6 City of Medina – Pinto Drive (South of Hamel Road) Overlay Project_______________________________ 4.0 Cost Summary The detailed cost estimate for the proposed improvements can be found in Appendix A. The costs represent estimated construction costs for an overlay of Pinto Drive (South of Hamel Road), including installation of black dirt and seeding for shoulders. The cost estimate incorporates 2023 construction costs recently received by the City of Medina, and include a 25% contingency factor for project administration, management, and construction. A summary of the estimated costs is presented in Table 1. TABLE 1 – PROPOSED IMPROVEMENT COST SUMMARY COST ESTIMATE PINTO DRIVE (S OF HAMEL RD) PROJECT COST 1-1/2” Bituminous Overlay $18,981.50 Pinto (S of Hamel Rd) Overlay Projects Project Page 7 City of Medina – Pinto Drive (South of Hamel Road) Overlay Project_______________________________ 5.0 Funding Options 5.1 ASSESSMENTS The City of Medina has adopted a special assessment policy regarding public improvements. Following the guidelines of this policy, a portion of the construction costs for the project may be funded through special assessments. Properties which may be assessed for a portion of the project are identified in Appendix C. 5.2 CITY FUNDS The remainder of the project costs not assessed to benefitting properties will be funded with City Street funds. Pinto (S of Hamel Rd) Overlay Projects Project Page 8 City of Medina – Pinto Drive (South of Hamel Road) Overlay Project_______________________________ 6.0 Project Schedule The schedule that is shown below provides for completion in October 2023. Receive Feasibility Report February 21, 2023 Call for Public Hearing/Assessment Hearing February 21, 2023 Public Hearing/Assessment Hearing April 18, 2023 Begin Construction May 2023 Construction Substantially Complete October 2023 The schedule assumes that the public hearing and assessment hearing for the project will be held at a single, regularly scheduled Council meeting. Note that the construction process should occur over a one-week period during a May through October timeframe. Pinto (S of Hamel Rd) Overlay Projects Project Page 9 APPENDIX A Cost Estimate Pinto (S of Hamel Rd) Overlay Projects Project Page 10 COST ESTIMATE PINTO DRIVE 1018 Square Yards of Surface Milling Miscellaneous 2 $210.00 $420.00 Milling Mobilization 1 $400.00 $400.00 1-1/2" Ware - MnDOT SPWEB240(B) MIX (ton) 84 $80.30 $6,745.20 Bituminous Curb (LF) 660 $8.00 $5,280.00 Traffic Control 1 $2,000.00 $2,000.00 County Permit 1 $340.00 $340.00 Subtotal $15,185.20 Contingency Overhead - 25% $3,796.30 Total Estimated Road Cost $18,981.50 Cost Assumptions: Tack coat cost included in the bituminous wear course unit price. Estimate includes milling only where necessary to improve drainage and pre-patching in weak areas. Pinto (S of Hamel Rd) Overlay Projects Project Page 11 APPENDIX B Project Location and Potential Assessment Areas Pinto (S of Hamel Rd) Overlay Projects Project Page 12 Pinto (S of Hamel Rd) Overlay Projects Project Page 13 APPENDIX C Detailed Property Listing Pinto (S of Hamel Rd) Overlay Projects Project Page 14 MAP ID PIN FEE OWNER PROPERTY ADDRESS 1 1111823440002 DONALD L LAURENT 895 Hamel Road 2 1111823410002 MITCHELL FAULHABER 3525 Pinto Drive 3 1211823320005 FOUR LEAF INVESTMENTS LLC 791 Hamel Road 4 1211823320038 MARK BELTT 3504 Pinto Drive 5 1211823320034 DAVID L LEINFELDER 3520 Pinto Drive 6 1211823320036 DUANE WALD & AUDREY WALD 3512 Pinto Drive 7 1211823320039 BRIAN D FRAGODT 3500 Pinto Drive 8 1211823320033 JOBETH & MICHAEL R RANFRANZ 3524 Pinto Drive 9 1211823320041 ROBERT T STAUBER 777 Hamel Road 10 1211823320042 ROBERT T STAUBER 775 Hamel Road 11 1211823320043 HONGBIN HOLLY MEN 773 Hamel Road 12 1211823320044 BLUEMOON PROPERTIES LLC 771 Hamel Road 13 1111823410001 JJC HAMEL LLC 805 Hamel Road 14 1211823320035 SHARON RESSLER 3516 Pinto Drive 15 1211823320037 PATRICIA E SCHAEFER 3508 Pinto Drive Resolution No. 2023-xx February 21, 2023 Member __ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2023-xx RESOLUTION RECEIVING FEASIBILITY REPORT AND CALLING FOR PUBLIC HEARINGS ON PINTO DRIVE STREET IMPROVEMENT PROJECT AND LEVYING SPECIAL ASSESSMENTS FOR SAME WHEREAS, a feasibility report has been prepared by Steve Scherer as the City’s Public Works Director regarding a street improvement project for Pinto Drive; and WHEREAS, the project consists of overlay described in the report; and WHEREAS, the report provides information regarding whether the project is necessary, cost-effective and feasible. NOW, THEREFORE, BE IT RESOLVED, by the city council of the city of Medina, as follows: 1. The feasibility report is hereby accepted, and the project is determined to be necessary, cost-effective, and feasible. 2. The project shall be constructed using competitive bids received by the City of Medina. 3. The city council shall consider the making of such improvements in accordance with the feasibility report and assessing benefited properties in accordance with the city’s special assessment policy and pursuant to Minn. Stat., Chapter 429. The estimated total cost of the project is as follows: • Pinto Drive $18,981.50 4. Public hearings to consider the making of such improvement and the levying of special assessments related thereto shall be held at 7:00 p.m. in the council chambers at Medina city hall on the following dates: • Pinto Drive April 18, 2023 5. City staff is authorized and directed to prepare plans and specifications for making the project. Resolution No. 2023-xx February 21, 2023 2 6. City staff is directed to prepare the appropriate notices for the improvement hearings and assessment hearings and to cause the proper published and mailed notices to be given for the public hearings as required by law and in accordance with the above schedule. 7. The amount of the project to be specially assessed against benefited properties in accordance with the city’s special assessment policy and Minn. Stat. Chapter 429 is as follows: • Pinto Drive $9,490.75 8. The city clerk, with the assistance of city staff, shall forthwith calculate the proper amount to be specially assessed for each such improvement against every assessable lot, piece or parcel of land within the area affected without regard to cash valuation and shall file a copy of the proposed assessment in the clerk’s office at city hall. Dated: February 21, 2023 _________________________ Kathleen Martin, Mayor Attest: ___________________________________ Caitlyn Walker, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member __ and upon vote being taken thereon, the following voted in favor thereof: - And the following voted against same: - Whereupon said resolution was declared duly passed and adopted. Arul Jothi Ramalingam – 562 Hwy 55 Page 1 of 3 February 21, 2023 Lot Combination City Council Meeting TO: Mayor Martin and Members of the City Council FROM: Dusty Finke, Planning Director DATE: February 15, 2023 MEETING: February 21, 2023 City Council SUBJECT: Arul Jothi Ramalingam – Lot Combination – 562 Hwy 55 and Tract C Background Arul Jothi Ramalingam has requested approval of a lot combination of two adjacent parcels into a single parcel. The subject property is 562 Highway 55 and Tract C, a 16.5’ wide strip of property to the east. The subject property is located north of Highway 55, west of the Medina Entertainment Center. The property includes a single-family home and shed. Tract C includes a driveway which provides access to the property to the north via a recorded driveway easement. An aerial of the site can be found below, with the property line proposed to be eliminated shown with a dashed line. MEMORANDUM Agenda Item #9C Arul Jothi Ramalingam – 562 Hwy 55 Page 2 of 3 February 21, 2023 Lot Combination City Council Meeting The subject property is guided for commercial redevelopment and zoned Commercial-Highway (CH). Tract C is not buildable and the main lot also falls below the minimum lot size of the CH district. The combination would eliminate an unbuildable parcel existing separately and increase the size of the substandard lot. The applicant has applied separately for approvals to make various improvements to the property to convert the home to a daycare center. Elimination of the lot line between the main lot and Tract C would assist with setbacks for construction of parking spaces. Analysis The following table summarizes the proposed combined parcel with the requirements of the CH district. The lot, if combined, would still fall short of minimum lot size standards of the CH district, but the combination would bring it closer to compliance. It should be noted that Tract C is subject to a driveway easement for the benefit of the property to the north, so practically does not necessarily contribute more buildable land to the parcel. The property to the north which is benefitted by the driveway easement currently contains a home and detached garage, but is also guided and zoned for commercial redevelopment. The existing driveway is substandard for commercial use, and it would be anticipated that the property to the north would access Clydesdale Trail upon redevelopment. The City’s subdivision ordinance establishes the following criteria: “the City shall deny approval of a preliminary or final plat if one or a combination of the following finding are made: (1) That the proposed subdivision is in conflict with the general and specific plans of the city, or that the proposed subdivision is premature, as defined in Section 820.28. (2) That the physical characteristics of this site, including but not limited to topography, vegetation, soils, susceptibility to flooding, water storage, drainage and retention, are such that the site is not suitable for the type of development or use contemplated. (3) That the site is not physically suitable for the proposed density of development or does not meet minimum lot size standards. (4) That the design of the subdivision or the proposed improvements are likely to cause substantial environmental damage. (5) That the design of the subdivision or the type of improvements are likely to cause serious public health problems. (6) That the design of the subdivision or the type of improvements will conflict with public or private streets, easements or right-of-way.” CH requirement Combined Parcel Existing Main Parcel Minimum Lot Area 1 acre (0.5 acre if integrated devel) 0.71 acre 0.58 acre Lot Width 100 feet 160’ 160’ Lot Depth 120 feet 204’ 204’ Front Setback 50 feet 53’ 53’ Side Setback 15 feet 28’ (west) 31’ (east) 28’ (west) 14.9’ (east) Rear Setback 25 feet 61’ 61’ Arul Jothi Ramalingam – 562 Hwy 55 Page 3 of 3 February 21, 2023 Lot Combination City Council Meeting Although the combined parcel would fall short of minimum CH lot size requirements, the combination does eliminate one unbuildable parcel and technically brings the main lot closer to compliance. There are various aspects of the improvements on the subject property which may also comply with current standards, but the combination does not make any of the circumstances worse. The combination would result in the combined parcel having two driveway accesses to Highway 55. Two accesses to Highway 55 would not be allowed to be created in a new situation, but since the driveways have existed for decades, staff does not believe this would be a reason to deny the combination. Potential Action If the Council does not make any of the findings noted for denial above, staff would recommend the following action: Move to adopt the resolution approving a lot combination as attached to the staff report. Attachments 1. Draft Resolution 2. Survey depicting proposed lot combination Resolution No. 2023-## DATE Member __________ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2023-## RESOLUTION APPROVING LOT COMBINATION OF 562 HIGHWAY 55 AND ADJACENT TRACT WHEREAS, the city of Medina (the “City”) is a municipal corporation, organized and existing under the laws of Minnesota; and WHEREAS, Arul Jothi Ramalingam and Eswari Arul Jothi (the “Owners”) own two parcels of land located at 562 Highway 55 and immediately to the east which are legally described as Parcel 1 and Parcel 2 in Exhibit A, attached hereto (the “Property”); and WHEREAS, the Owners have requested approval of a lot combination such that the resulting parcel would be legally described as in Exhibit B, attached hereto; and WHEREAS, the City Council reviewed the requested lot combination at the February 21, 2023 meeting, reviewed the information and recommendation provided by City staff, and accepted testimony of interested parties; and WHEREAS, following such review the City Council made the following findings: 1) The proposed combination is not in conflict with the general and specific plans of the City and is not premature. 2) Although the parcel resulting from the lot combination would not meet minimum lot size requirements as proposed, the proposed combination results in the lot being increased in size and brings the Property closer to compliance. This request therefore serves the purposes of the city zoning and subdivision regulations. 3) The lot resulting from the combination is more suitable for the type of use contemplated and the combination is not otherwise in conflict with the findings noted in Subd. 10 of Section 820.21 of the City Code. 4) The combination also meets the requirements contained in Section 820.03 of the City Code. NOW, THEREFORE BE IT RESOLVED, that the City Council of Medina, Minnesota hereby approves the lot combination such that the resulting parcels shall be legally described as shown in Exhibit B, attached hereto, subject to the following conditions: 1) The Owners shall abide by any direction of the City Attorney related to title and recording matters. 2) The lot combination shall be effectuated by the Owners within 180 days of the date of this resolution or the approval shall be considered void, unless a written request for time extension is submitted by the applicant and approved by the City Council. Resolution No. 2023-## DATE Dated: ______________________________ Kathleen Martin, Mayor ATTEST: ______________________________________ Caitlyn Walker, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member _______ upon vote being taken thereon, the following voted in favor thereof: And the following voted against same: Whereupon said resolution was declared duly passed and adopted. Resolution No. 2023-## DATE EXHIBIT A Existing Legal Description of the Property Resolution No. 2023-## DATE EXHIBIT B Proposed Legal description of the combined Property CERTIFICATE FOR LOT COMBINATION r's �_ _ 1 1 1•r 1.1 EXISTING GARAGE _u_ r s 1 r%' ' 1 1, 1 el. F! 1,.4 1`, i 1. L./ 1 1 �' L../ ° __+' —1006— _ —1007 — �1 00"26'tr E 03 03 03 M ri v 1- v A A 1 r% I. 1N. 1\1 1 1 1-_ , % 1 • 1-1 1 #552 EXISTING HOUSE .•..1 ........ : :.::::1. r,l ,r-�� SOUTHERLY LINE OF TRACT B, REGISTERED LAND SURVEY NO. 161 1- r\ 1 �1 ' BUILDING SETBACKS 31.48 ZONING: PUD = PLANNED UNIT DEVELOPMENT HOUSE: FRONT = 30 FT SIDE = 10 FT REAR = 30 FT REFERENCE BENCHMARK ELEVATION = 995.36 (NAVD 88) MNDOT DISK "2722 X". EAST LINE OF TRACT C, — R8GISTERE4, 06° Bc _NO: 00 r� r . 1 -r 1 " `I 1\1 `\ L/ . I. 1 11 \/ 1 1 / / / /—/ / / / / // /i / / q0, ..:IT: -::T :: / i/ / o, / / •,a., :,, • / co,° o$" m // � //� .. / do/ / o' / / / q�/ �� // / / / 0.--- — �/ 1/ PID:1211823240012 STEELY-tl' \' V / + \ PAIL 0;/ 3o °°b� jo °� 1p5 + + \/\ 1 tea` 0p+ °6)°lo ,yb O ,e h I •° 0 0 A1 WINDOW �_.. I. �/, . i'1. • ` - / ---, ,WELL (TYP.) nA —6.33 •-_� °° bb c 1. 1 1 1r. r' 11 r1/` 11`11\1 •./s/ ''''.. 1 1 4. 1 1 %1 1 ... FL./L11 `V 1 .../ 1 •/ 1 • 1 S1 • € a395 0 � °O 1 ooh r t u.:2 :....- . =.:::: U .: �D M #562 EXISTING HOUSE FFE=1007.56 FFE GAR.=999.40 EXISTING HARDCOVER EXISTING HOUSE EXISTING SHED EXISTING WOODEN DECK EXISTING CONCRETE SURFACE TOTAL IMPERVIOUS AREA TOTAL LOT AREA EXISTING HARDCOVER 1• / A 1 1,450 SQ. FT. 274 SQ. FT. 137 SQ. FT. 442 SQ. FT. 2,303 SQ. FT. 31,118 SQ. FT. 7.4% Nib. \ ��. ��+\1\1000\00\10000 9k 0 1 1 1:41;;\ I I WINDOW �, �o I Iq°i . I I 11- ' �I It 11 1 a� I I t I 1 1 1 11 +c, 1004.43 ,+o°. / °��'\I "1^ i _ h°° _ -1004+-� 71j2\1(./, I' + 0 :11:111 / �� ul\\ \ \ 9�\<\ _ --;100 \\ � -981 \\ \ #582 EXISTING HOUSE 48,37 — EXISTING LEGAL DESCRIPTION Parcel I That part of Lot 4, Auditor's Subdivision No. 241 Hennepin County, Minnesota described as follows: Commencing at the intersection of the Northerly line of Trunk Highway Number 55 and the Westerly line of said Lot 4, Auditors Subdivision Number 241; thence North on said West line 220.00 feet thence angle right 104 degrees 10 minutes distant 350.00 feet; thence South and parallel to said West line of said Lot 4 to the Northerly line of said Trunk Highway Number 55, thence Westerly along the Northerly line of said Trunk Highway Number 55 to place of beginning; Tying Easterly of a line drawn form a point in the Northerly line of the above described tract distant 240.00 feet Easterly from the West line of said Lot 4 to a point in the Northerly line of Trunk Highway Number 55 distant 200.00 feet Easterly from the Westerly line of said Lot 4, Hennepin County, Minnesota. PI / / CD Parcel 2 Tract C, Registered Land Survey No. 161, Hennepin County, Minnesota. Records of Hennepin County, Minneasota. SCALE IN FEET DENOTES X999.99 DENOTES DENOTES DENOTES DENOTES — 999 — —DENOTES DENOTES DENOTES DENOTES DENOTES DENOTES DiOili FFE 0 40 80 LEGEND • DENOTES DENOTES Call 48 Hours before digging GOPHER STATE ONE CALL Twin Cities Area 651-454-0002 MN. Toll Free 1-800-252-1166 FOUND PROPERTY IRON BOUNDARY LINE DENOTES LOT LINE SETBACK LINE EXISTING SPOT ELEVATION CONCRETE SURFACE GRAVEL SURFACE BITUMINOUS SURFACE EXISTING CONTOUR LINE 0 FINISH FLOOR ELEVATION -4— TREE LINE DECIDUOUS TREE CONIFEROUS TREE BUSH PROPOSED LEGAL DESCRIPTION d�1w OE DENOTES DENOTES DENOTES DENOTES DENOTES DENOTES DENOTES DENOTES DENOTES DENOTES DENOTES DENOTES DENOTES DENOTES CHAINLINK FENCE WOOD FENCE ELECTRIC POWER POLE RETAINING WALL MEASURED DISTANCE PLATTED DISTANCE SANITARY MANHOLE GAS METER ELECTRIC METER AIR CONDITIONER DRAINAGE FLOW STORM CATCH BASIN FIRE HYDRANT OVERHEAD ELECTRIC That part of Lot 4, Auditor's Subdivision No. 241 Hennepin County, Minnesota described as follows: Commencing at the intersection of the Northerly line of Trunk Highway Number 55 and the Westerly line of said Lot 4, Auditor's Subdivision Number 241; thence North on said West line 220.00 feet thence angle right 104 degrees 10 minutes distant 350.00 feet; thence South and parallel to said West line of said Lot 4 to the Northerly line of said Trunk Highway Number 55, thence Westerly along the Northerly line of said Trunk Highway Number 55 to place of beginning; lying Easterly of a line drawn form a point in the Northerly line of the above described tract distant 240.00 feet Easterly from the West line of said Lot 4 to a point in the Northerly line of Trunk Highway Number 55 distant 200.00 feet Easterly from the Westerly line of said Lot 4, Hennepin County, Minnesota. Together with Tract C, Registered Land Survey No. 161, Hennepin County, Minnesota. NOTES 1. THE BASIS OF THE BEARING SYSTEM IS ASSUMED. 2. NO SPECIFIC SOIL INVESTIGATION HAS BEEN COMPLETED 3. CONTRACTOR SHALL VERIFY PROPOSED ELEVATIONS. 4. NO TITLE INFORMATION WAS PROVIDED FOR THIS SURVEY. THIS SURVEY DOES NOT PURPORT TO SHOW ALL EASEMENTS OF RECORD. 5. EXISTING UTILITIES AND SERVICES SHOWN HEREON OWNER LOCATED EITHER PHYSICALLY ON THE GROUND DURING THE SURVEY OR FROM EXISTING RECORDS MA AVAILABLE TO US OR BY RESIDENT TESTIMONY. OTHER UTILITIES AND SERVICES MAY PRESENT. VERIFICATION AND LOCATION OF UTILITIES AND SERVICES SHOULD BE OBT FROM THE OWNERS OF RESPECTIVE UTILITIES BY CONTACTING GOPHER STATE ONE CALL AT (651) 454-0002 PRIOR TO ANY DESIGN, PLANNING OR EXCAVATION NO. DATE DESCRIPTION BY EDS ENGINEERING DESIGN & SURVEYING 6480 Wayzata Blvd. Minneapolis, MN 55426 OFFICE: (763) 545-2800 FAX: (763) 545-2801 EMAIL: info@edsmn.com WEBSITE: http://edsmn.com I HEREBY CERTIFY THAT THIS SURVEY WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION, AND THAT I AM A DULY LICENSED LAND SURVEYOR UNDER THE LAWS OF THE STATE OF MINNESOTA. /Cad '.) ' �r -':'-' DATED: 01/25/23 VLADIMIR SIVRIVER P.E. NO. 25105 JOB NAME: ARUL RAMAUNGAM LOCATION: 562 STATE HIGHWAY 55 MEDINA, MN 55340 FIELD WORK DATE: 01/18/2023 FIELD BOOK NO.: EDS-15 DRAWN BY: IS CHECKED BY: VS PROJECT NO.: 23-002 SHEET NO. 1 OF 1 E E IN 1 TO: Medina Mayor and City Council FROM: Erin Barnhart, Finance Director DATE: January 31, 2023 MEETING: February 21, 2023 SUBJECT: Amended 2023 Fee Schedule Summary The proposed changes to the 2023 Fee Schedule are in the Public Safety and Public Works sections. The changes add an hourly fee for Police Officer time when requested in court for civil matters and adjusts the sewer connection fee for the Willow Lift Station Service area due to changes in construction costs. Recommended Actions 1. Adopt Ordinance Amending the 2023 Fee Schedule 2. Adopt Resolution to Publish Ordinance Amending the 2023 Fee Schedule by Title and Summary MEMORANDUM Agenda Item #9D Ordinance No. 1 February 21, 2023 CITY OF MEDINA ORDINANCE NO. XXX AN ORDINANCE ADOPTING AN AMENDED FEE SCHEDULE The city council of the city of Medina ordains as follows: Section 1. The schedule of fees and rates attached hereto as Exhibit A, Exhibit B and Exhibit C is hereby amended by deleting the struck through language and adding the underlined language. Section 2. This ordinance shall become effective on February 21, 2023 upon its adoption and publication. Adopted by the City Council of the City of Medina this _____ day of ______, 2023. _____________________________________ Kathleen Martin, Mayor ATTEST: ________________________________ Caitlyn Walker, City Clerk Published in the Crow River News this _____ day of ______, 2023. Exhibit A City of Medina Fee Schedule Effective February 21, 2023 Ordinance No. 2 February 21, 2023 Administration Service Charge Address Labels $50.00 Address List $25.00 Administrative Appeal $250.00 Affidavit of Filing $15.00 Audit Book copy $50.00 City Code Book Cost + 10% Copies – single or double sided (B&W) $0.25 per page ($5.00 minimum) Copies or pictures – color 8 ½ x 11 $.50 per page ($5.00 minimum) Credit Card Payments Credit Card fees apply; + $0.50 if less than $100.00 (excluding utility and HCB payments) Delinquent Charges Assessed 10% administrative fee DVD/Flash Drive/CD $30.00 per DVD/Flash Drive $20 per CD Mailing costs of copies/reports At cost New resident listing $20.00 Peddler, Solicitor, Transient Merchant Permit Application Fee $150 up to $200 if extensive background check is needed Photographs $20.00 + cost of photo Non-Sufficient Funds $40.00 Notary No Charge Special Assessment search $25.00 Special Council Meeting request $250.00 Special Event Permit Fee $25.00 Tax Increment Financing application (minimum) $1,500 (deposit) + c.a.c Tobacco License (annual) $150.00 German Liberal Cemetery Service Charge Gravesite Purchase $1,500.00 Gravesite Transfer $15.00 Interment (Open/Close) for Casket (Includes locate & marker) $1,010 Interment (Open/Close) for Cremation or infant Cherub $410 Disinterment (Open/Close) for Casket $900.00 Disinterment (Open/Close) for Cremation or infant Cherub $300 Marker Removal $100 Funeral Service Attendant/Traffic Control $150.00 Park and Recreation Service Charge Independence Beach Parking Permit (residents only) No Charge Ball Field and Court Use See Exhibit C Hamel Community Building See Exhibit B Liquor Service Charge 3.2 Malt Liquor-off sale $50.00 3.2 Malt Liquor-on sale $100.00 Consumption & Display License $200.00 Liquor License Renewal Background Check Fee $90 Liquor License Investigation (in-state maximum) $500.00 Liquor License Investigation (out-of-state maximum) $10,000.00 Off-sale $150.00 On-sale Class A: >20,000 sq. ft. $7,500.00 On-sale Class B: 12,000 – 20,000 sq. ft. $6,500.00 On-sale Class C: 6,000 – 12,000 sq. ft. $5,500.00 On-sale Class D: < 6,000 sq. ft. $4,500.00 On-sale Sunday $200.00 Public Dance $100.00 3.2 Malt Liquor one day set up $25.00 Temporary on-sale application fee $25.00 Wine License $2,000.00 On-sale Brewer Taproom License $500.00 Off-sale Small Brewer License $150.00 Microdistillery Cocktail Room License $500.00 Fire Service Charge Fire False Alarm (first) No Charge Fire False Alarm (second) $150.00 Fire False Alarm (third) $200.00 Fire False Alarm (fourth and thereafter) $250.00 Post Fire Inspection $40.00 + c.a.c. Number of alarms within one calendar year Exhibit A City of Medina Fee Schedule Effective February 21, 2023 Ordinance No. 3 February 21, 2023 Police Service Charge Accident/Police Report $.25/page ($5.00 minimum) Burning Permit (non- resident) $20.00 Burning Permit (resident) No Charge Dog Impounds $25.00 at Police office or $22/day Oak Ridge Kennels Reserve Officer at event/per hour $25.00 Event Security (per officer/per hour) $100.00 and $125.00 on Holidays (3-hour min.) Civil Court Request $150/hr. (3-hour min.) Fingerprinting Resident & Employees $20.00 up to 3 cards, $5.00 each additional card. Non- residents $30.00 up to 3 cards, $5.00 each additional card. Criminal Suspense Files Non-Medina Case $20.00 Fireworks Permit $50.00 Gambling Investigation Fee (annual) $50.00 Gambling Application for Exempt Permit $10.00 Gun Club license (annual) $50.00 Hunting Permit (non- resident) $25.00 Hunting Permit (resident) $15.00 Kennel License (City Council Review) $300 (deposit) + c.a.c. Kennel License (Administrative Review) $100.00 Kennel License (Waiver) $300 (deposit) + c.a.c. Letter of Conduct $15.00 Police False Alarm (first) No Charge Police False Alarm (second) $25.00 Police False Alarm (third) $50.00 Police False Alarm (fourth) $75.00 Police False Alarm (fifth and thereafter) $150.00 Vehicle Impound/Storage $10.00/day + towing fees No Parking Sign Deposit $5.00 per sign. Deposit returned when signs are returned. Public Works Service Charge Curb stop repair $250.00 (deposit) + c.a.c. Driveway Curb Cut Review $100.00 (no fee if in connection with building permit fee >$1000) Driveway Waiver $500.00 Frozen/damaged meter repair $100.00 Non-Compliance (meter replacement) $40.00/mo. Annual ROW Registration Fee $100.00 per year Noxious Weed / Mowing $150 per hour ROW Permit $100.00 Small Wireless Facility Rent $150 Annual + $25 Maintenance Small Wireless Electrical $73 per node (less than or equal to 100 watts), $182 per node (>100 watts), or actual cost Sanitary Sewer Prohibited Connection Fee - Residential $100 per month Surcharge – noncompliance w/ stormwater prohibition from sanitary sewer $100.00 per month Sanitary Sewer Prohibited Connection Fee – Comm/Industrial $100 + $20 per 1,000 gallons per month Water disconnect/reconnect trip fee $65.00 Unpermitted Hydrant Water Usage $500 (first) $750 (second) $1,000 (third) Radio Transmitter $180 Water meter iPearl (1”) + radio transmitter & meter horn $660 Water meter iPearl (3/4”) + radio transmitter & meter horn $490 Water meter SRII (1”) + radio transmitter & meter horn $556.00 All other meters (at cost) Trunk Connection Rates per living unit for residential; and, equivalent for commercial as determined by the Metropolitan Council SAC, except as may be amended by City policy. City may adjust number of units determined by Metropolitan Council if it deems it appropriate based on information provided. Service Charge Hamel Urban Service Area-Sewer Willow Lift Station Area $860 $1,555 $1,755 Hamel Urban Service Area-Water $7,575.00 Independence Beach Area-Sewer $860 Independence Beach Area-Water $4,410.00 Medina Morningside Area-Sewer $860 Medina Morningside Area-Water $4,410.00 Sewer Availability Charge (SAC) Fee As set by Metropolitan Council Maple Plain Service Area-Water Per Maple Plain Fee Schedule Number of alarms within one calendar year Exhibit A City of Medina Fee Schedule Effective February 21, 2023 Ordinance No. 4 February 21, 2023 Sewer and Water Rates - All rates monthly. (MM=Medina Morningside, IB=Independence Beach). Service Charge Sewer (residential) minimum $22.96 per month Sewer (residential) per 1,000 gallons of water usage $5.74 Sewer (commercial) minimum $22.96 per month Sewer (commercial) per 1,000 gallons of water usage $5.74 Sewer only (residential) (based on 6,000 gallons per month) $34.44 per month MM & IB Water (residential) (base charge) $13.12 per month MM & IB Water (residential) 0-4,000 gallons $2.90 per 1,000 gallons MM & IB Water (residential) 5,000-6,000 gallons $3.28 per 1,000 gallons MM & IB Water (residential) 7,000-10,000 gallons $4.37 per 1,000 gallons MM & IB Water (residential) 11,000-23,000 gallons $4.73 per 1,000 gallons MM & IB Water (residential) 24,000 and up gallons $5.84 per 1,000 gallons MM & IB Water (irrigation) 0-13,000 gallons $4.73 per 1,000 gallons MM & IB Water (irrigation) 14,000 and up gallons $5.84 per 1,000 gallons MM & IB Water (commercial) (base charge) $13.12 per month MM & IB Water (commercial) water usage under 10,000 gallons per month $4.37 per 1,000 gallons MM & IB Water (commercial) water usage over 10,000 gallons per month $5.84 per 1,000 gallons Storm Water Utility Fees Service Charge Storm Water Utility Annual Fee $37.57 per Residential Equivalency Factor (REF) + Annual Watershed Due established by specific Watershed Storm Water Appeal $250.00 Sewer and Water Rates - All rates monthly. Service Charge Hamel Water (residential) (base charge) $18.24 per month Hamel Water (residential) 0- 4,000 gallons $3.28 per 1,000 gallons Hamel Water (residential) 5,000-6,000 gallons $4.01 per 1,000 gallons Hamel Water (residential) 7,000-10,000 gallons $5.47 per 1,000 gallons Hamel Water (residential) 11,000-23,000 gallons $6.44 per 1,000 gallons Hamel Water (residential) 24,000 and up gallons $7.29 per 1,000 gallons Hamel Water (irrigation) 0- 13,000 gallons $6.58per 1,000 gallons Hamel Water (irrigation) 14,000 and up gallons $7.29 per 1,000 gallons Hamel Water (commercial) (base charge) $18.24 per month Hamel Water (commercial) water usage 0 – 9,000 gallons per month $5.47 per 1,000 gallons Hamel Water (commercial) water usage 10,000 + gallons per month $7.29per 1,000 gallons Penalty for unpaid utility bills 10% per month on unpaid balance (penalty not interest) City of Maple Plain Water Service Rate established by City of Maple Plain + 10% Medina administrative fee City of Orono Water Service Rate established by City of Orono + 10% Medina administrative fee City of Plymouth Sewer Service Rate established by City of Plymouth + 10% Medina administrative fee The Enclave at Medina Raw Water Usage for the first 2,000,000 gallons per month $3.25 per 1,000 gallons The Enclave at Medina Raw Water Usage above 2,000,000 gallons per month $3.81 per 1,000 gallons Dominium (per unit) 0-13,000 gallons $3.25 per 1,000 gallons Dominium (per unit) 14,000 and up gallons $3.81 per 1,000 gallons Tanker Fill $75.00 + Hamel commercial water rates Exhibit A City of Medina Fee Schedule Effective February 21, 2023 Ordinance No. 5 February 21, 2023 Building Inspection Related Service Charge Building Permits Based on valuation – 1994 Building Fee Schedule, except $50 flat fee if valuation <$1500 Building Plan Review 65% of building permits Investigation fee (for work began without permit) 100% of Building Permit Fee Demolition (minimum) $100.00 per structure (residential) + surcharge $200.00 per structure (non- residential) + state surcharge Fence <7 feet (no Permit); >=7feet+ = based on valuation – 1994 building fee schedule (location verification) Building – fireplace $75.00 per fireplace + state surcharge Re-side – residential $100.00 per structure + state surcharge Re-roof – residential $100.00 ($165 for wood shingles/shakes) per structure + state surcharge Occupancy Financial Guarantee (ex: occupy home prior to approval of final grade; other similar) $10,000 escrow or $20,000 escrow if septic system is not completed Window, patio door, and front door replacement (existing openings) $50.00 (1 window); $100.00 (2+ windows) + state surcharge Windows and doors (changing opening) Based on valuation – 1994 Building Fee Schedule Grading, Plan Review (engineer review of submitted plans and building permits) $250.00 (grading plan review fee is reduced in cases where combined building plan review and grading plan review otherwise would exceed $650) Grading Permit (grading permit fee for disturbance less than 1000 cubic yards is reduced in cases where combined building permit and grading permit would otherwise exceed $1000) < 50 cubic yards = $50.00 51-100 cubic yards = $75.00 101-1000 cubic yards = $200.00 1,001+ cubic yards = $200+$25 per each additional 100 yds. (max. $750.00) + financial guarantee of 150% of cost; Violations = c.a.c. Hardcover Surface/shed<200 s.f. (optional permit) $50.00 Mechanical (residential) $75.00 per piece + state surcharge Moving Structure on public street $100.00 + c.a.c. Plumbing (residential) $50.00 (1-5 fixtures); $10.00 each additional + state surcharge Septic (new – Types 1-3) Septic (new – Type 4) $250.00 + $100 site visit $935 Septic Repair (drainage fields) $125.00 Septic or Holding tank only (ex: floor drains): Connect to existing system $100.00 Septic system abandonment $100.00 Septic Violation Inspection $250.00 + c.a.c. Sewer Hook-up $100.00 Signs (temporary/portable) $50.00 Sign face replacement-wall or pylon $50.00 New monument/pylon sign State fee schedule New wall sign/lighting change $100.00 Storm water Pollution Prevention Program Review $200.00 Underground Tank Removal $100.00 Tree Preservation Plan Review $50.00 (no fee if part of grading or building permit) Water Hook-up $100.00 Water Heater – residential $50.00 + state surcharge Temporary Structures – res Temporary Structures - comm $100.00 + state surcharge $200.00 + state surcharge Planning and Zoning Service Charge Agriculture Preserve Application $50.00 + c.a.c. Agriculture Preserve Expiration $50.00 + c.a.c. Appeal Administrative Decision $500 (deposit); c.a.c. not to exceed $500 Alternative Upland Buffer Request or Appeal of Wetland Conservation Act Staff Decision, Correction Notice or Classification $500 (deposit) + c.a.c. Appeal of Wetland Corrections Notice $500.00 (deposit) + c.a.c. Appeal of Open Space Composite Map and/or reference data $500.00 (deposit) + c.a.c. Exhibit A City of Medina Fee Schedule Effective February 21, 2023 Ordinance No. 6 February 21, 2023 Cartway Easement $20,000.00 (deposit) + c.a.c. Comprehensive Plan Amendment $2,000.00 (deposit) + c.a.c. Comprehensive Plan Copy $100.00 Concept Plan Review $1,000.00 Conditional Use Permit application (commercial, minimum) $2,000.00 (deposit) + c.a.c. Conditional Use Permit application (Telecommunications Tower, minimum) $2,000 (deposit) + c.a.c. Conditional Use Permit application (residential, minimum) $1,000 (deposit) + c.a.c. Conditional Use Permit Annual Review $100.00 residential; $200.00 commercial Conservation Design collaborative goal setting process $1,000.00 Development Improvement Financial Guarantee (i.e. Letter of Credit or Cash) 150% amount of estimated improvements Environmental Review (e.g. EAW, EIS) $10,000.00 (deposit) + c.a.c. Interim Use Permit $2,000.00 (deposit) + c.a.c. Lot Combination or Rearrangement Lot Combination of Substandard Lots $1,000.00 (deposit) + c.a.c. $200 + cost of title documentation Maps 11x17 = $1; others = c.a.c. Park Dedication Fee (see city code) Residential = 8% of land value but no < $3,500/unit or >$8,000/unit; Commercial = 8% of land value Planned Unit Development Concept $2,000.00 (deposit) + c.a.c. Planned Unit Development General Plan $10,000.00 (deposit) + c.a.c. Planned Unit Development Final Plan $2,000.00 (deposit) + c.a.c. Rezoning Application (minimum) $1,000.00 (deposit) + c.a.c. Site Plan Review “Administrative” $1,000.00 deposit + c.a.c. Site Plan Review $5,000.00 (deposit) + c.a.c. Subdivision Application (minimum) (2-5 lots) Subdivision Application (>5 lots) $5,000.00 (deposit) + c.a.c. $10,000 (deposit) + c.a.c. Temporary Outdoor Sales Event $50.00 Upland Buffer Vegetation Review/Inspection/Guarantee 150% financial guarantee Upland buffer sign $6.00 Vacation $2,000.00 (deposit) + c.a.c. Variance Application (minimum) $1000.00 (deposit) + c.a.c. for residential; $2,000.00 (deposit) + c.a.c. for commercial Wetland Delineation Review $600.00 Wetland Field Estimate (flagging) $300.00 Wetland Exemption Decision/No Loss $300.00 Wetland Replacement Plan $750.00 (deposit) + c.a.c. Zoning Letter $50.00 Staff Consultant Fees – Staff and consultant time spent on planning applications (or defined as other c.a.c.) will be charged to applicant. Service Charge City Attorney Up to $290 per hour, per rate schedule City Engineer Up to $205 per hour, per rate schedule Survey Crew Up to $214 per hour, per rate schedule Prosecuting Attorney Up to $148.10 per hour, per rate schedule Planning Consultants Up to $160 per hour, per rate schedule Tree Inspector Up to $90 per hour City Staff - Professional $90 per hour City Staff – Public Works $70 per hour + time & half for over time City Staff – Field Inspector $90 per hour + time & half for over time City Staff – Administrative Support $70 per hour + time & half for over time Exhibit A City of Medina Fee Schedule Effective February 21, 2023 Ordinance No. 7 February 21, 2023 *c.a.c. = city accrued costs *Deposits for land use and other applications must include the fee established by this fee schedule ordinance and any unpaid fees from the previous application involving essentially the same property by the same or similar applicant. *Deposits for land use applications that require more than two requests or large in scale shall be determined by the City Administrator. *Deposits will be returned for land use projects paid in full after final approval, deposits for wetland and grading permits will be returned upon acceptance of work if bills are paid in full. *Escrow for building certificate will be returned upon acceptance of project. *Land use applications are processed by planning, building, finance, engineering and legal departments and all costs associated with the review shall be billed to the applicant. Exhibit B Hamel Community Building Fee Schedule Effective January 1, 2023 Ordinance No. 8 February 21, 2023 Group Time Period Rental Rate Monday to Thursday All Day $220 Monday to Thursday < 4 Hours $110 Friday All Day $300 Saturday or Sunday All Day $500 Alcohol Usage* All Day $100 Facility walk-through required: First one is free, if you miss appointment or need another one, each additional walk-through: Scheduled $25 Appointment with vendor to view facility prior to event Scheduled $25 Change of Event Date $25 Sales Tax Included in all fees. Kitchen Service Area and Outdoor Shelter use included in all fees. * in addition to base fee Community Building Security Deposit ○ Time Period Security Deposit Rate City Approved Medina Civic Groups - Any Day Anytime $100 Monday to Thursday Anytime $250 Friday, Saturday or Sunday Anytime $500 Any Day w/ Alcohol or Dance Anytime $500 ○ This fee is to cover any damage to the facility or extra clean-up. Community Building Cancelation Policy ○ Cancelation Fee Anytime Prior to 3 Weeks of Event $25 Within Three Weeks of Event Rental Fee ○ If rental fee is unpaid, the amount of rental fee with be deducted from security deposit. Exhibit C Field and Court Reservation Fee Schedule Effective January 1, 2023 Ordinance No. 9 February 21, 2023 Field Usage Fee Table Field fees are based on a 2.5-hour time slot. If additional time is needed, the fee will increase $25 per additional hour. Facility Practice Fee Game Fee Tournament Fee Ball Field* $25 $50 Calculated on a case by case basis Open Field $50.00 $100 Calculated on a case by case basis Light Fee: $15 / field / hour – this fee will be required if lights are requested *Renter is expected to drag the field on day of reservation, chalk for their own games, and prepare field for playing condition in the event of rain. These fees cover the city’s cost to reserve the field and help pay for annual maintenance and capital expenses to keep these facilities in playing condition. Field Usage Security Deposit $500.00 Security Deposit for field reservations pertaining to games and/or practices per every Field Reservation Application submitted. $800.00 Security Deposit for field reservations pertaining to tournaments per every Field Reservation Application submitted. Tennis Court Fee Rental & Deposits The tennis courts are available free of charge to residents on a first come, first serve basis. Organized recreational groups may reserve the tennis courts with advanced approval, based on availability, for the following fee: Court Rental - $20 per court per hour* Court Deposit - $150 Security Deposit *This fee may be negotiated through a separate group rental agreement, which must be approved by the Medina City Council. Key Deposit A $25 key deposit is required for issued keys to any building reservation on the facilities. Keys must be returned by 4:30 p.m. of next business day after rental. Rental Fees for Amenities Field House Bathroom Fee $80 per day to reserve both men’s and women's bathrooms – Monday through Friday $150 per day to reserve both men’s and women's bathrooms – Saturday and Sunday Portable Toilets The City of Medina will determine if Additional Toilets or Special Cleaning needs to be scheduled on the day or days that the fields are reserved. Portable Toilet Fees: $60 Additional Units (per unit); $200 ADA Toilet; $35 Special Cleaning (per unit) Exhibit C Field and Court Reservation Fee Schedule Effective January 1, 2023 Ordinance No. 10 February 21, 2023 RESERVATION FEE AND DEPOSIT POLICY Recreation Field Reservation fees Recreation field reservation fees are the fees required for the direct usage of the fields. This fee includes the field usage fee as well as any fees associated with the requested/required rental of amenities. All fees will be required by the City upon submission of the reservation application. Refunds of Reservation Fees Refunds for all recreation field reservation fees are processed on an individual basis with regards to the conditions of the cancellation. All cancellation notices and requests for rescheduling must be submitted in writing. Any cancellations that occur upon the day of the event, the City must receive the cancellation notice by the next business day. •• REFUND FOR CANCELLATIONS DUE TO WEATHER CONDITIONS. All cancellations that are due to weather conditions must be verified by the City staff prior to refund. A percent of the recreation field reservation fees may be remitted to the City according to the percent of field used if event is interrupted due to weather conditions and is not rescheduled. •• NO FEE REFUNDS. Recreation field reservation fee refunds will not be given for cancelled game/practice reservations that are not related to weather conditions less than fourteen (14) days before the event. •• NO FEE REFUNDS. Recreation field reservation fee refund will not be given for cancelled tournament reservations that are not related to weather conditions less than thirty (30) days before the event. Recreation Field Reservation Security Deposit Recreation Field Reservation Security Deposit is required to secure the performance of the field usage and any administration fees connected to cancellations or rescheduling. A security deposit will be required by the City upon submission of the reservation application. Refunds of Security Deposit The applicant; having fulfilled the obligations under the field reservation application, City Code Chapter 515, and an after post-event inspection by the Public Works Department, will have their Security Deposit refunded. •• A full security deposit will be remitted to the applicant upon having left no financial obligation to the City and having caused no damage beyond ordinary wear and tear. •• A percent of the security deposit will be remitted to the City pending: 1) any financial obligation to the City, 2) the percent of damages to the facilities beyond the ordinary wear and tear. Resolution No. 2023-XX February 21, 2023 Member _ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2023-XX RESOLUTION AUTHORIZING PUBLICATION OF ORDINANCE NO.XXX BY TITLE AND SUMMARY WHEREAS, the city council of the city of Medina has adopted Ordinance No. XXX regarding revisions of the city’s fee schedule; and WHEREAS, Minnesota Statutes, § 412.191, subd. 4, allows publication by title and summary in the case of lengthy ordinances or those containing charts or maps; and WHEREAS, the city council believes that the following summary would clearly inform the public of the intent and effect of the ordinance. NOW, THEREFORE, BE IT RESOLVED by the city council of the city of Medina that the City Clerk shall cause the following summary of Ordinance No. XXX to be published in the official newspaper in lieu of the entire ordinance: Public Notice The city council of the city of Medina has adopted Ordinance No. XXX. The ordinance revises the city’s fee schedule to include a fee for civil court appearance requests for police personnel and adjusts the sewer connection fee for the Willow Lift Station service area. The ordinance will not be codified. The full text of Ordinance No. XXX is available for inspection at Medina city hall during regular business hours. BE IT FURTHER RESOLVED by the city council of the city of Medina that the City Clerk keep a copy of the ordinance at city hall for public inspection and that a full copy of the ordinance be posted in a public place within the city. Dated: February 21, 2023. Kathleen Martin, Mayor ATTEST: Caitlyn Walker, City Clerk Resolution No. 2023-XX February 21, 2023 2 The motion for the adoption of the foregoing resolution was duly seconded by member _ upon vote being taken thereon, the following voted in favor thereof: And the following voted against same: Whereupon said resolution was declared duly passed and adopted. MEDIA ADVISORY PHOTO OPPORTUNITY Media Contact: Ella Carlsson February 8, 2023 ella@redmoodmktg.com | 612.805.0572 Long Lake Fire Department to host “Everyone Can Save a Life” hands-only CPR community training and fundraising event Proceeds will benefit the American Heart Association’s (AHA) 2023 Go Red for Women Initiative (MINNEAPOLIS, MINNESOTA) February is American Heart Month and the kick-off of the American Heart Association’s Go Red for Women Initiative. To show its support and to help prevent death due to cardiac arrest, the Long Lake Fire Department is co-hosting a hands-only CPR training and fundraising event. The event is family-friendly and open to the entire public, not just the Long Lake Fire Department’s service area. “Heart disease is the number one killer of Americans, and yet 70 percent of Americans feel helpless to act during a cardiac emergency because they don’t know how to administer CPR or they’re afraid of hurting the victim,” said Matt Smiley, Long Lake firefighter and the event’s lead CPR trainer. “When a person has a cardiac arrest, survival depends on immediately receiving CPR from someone nearby. The more we expose the public to hands-on CPR, the more lives we save. Period.” According to the American Heart Association, about 90 percent out-of-hospital cardiac arrests are fatal. CPR, especially if performed immediately, can double or triple a cardiac arrest victim’s chance of survival. “As the wife of a firefighter, I know that if a person is called on to give CPR in an emergency, they’re most likely trying to save the life of someone they love: a child, a spouse, a parent or a friend,” said Kelly Grady, co-host of the Everyone Can Save a Life Event and a 2023 AHA Minnesota Woman of Impact. “My dad recently died following a heart-related incident at his home, so I knew I wanted to educate others about the importance of CPR during the Go Red Initiative. I’m grateful to the Long Lake Fire Department for taking the lead on this training. It’s going to be a fun event! I also want to thank our Everyone Can Save a Life sponsor Radius Track for their support.” Radius Track’s support is showing their support by kicking off the fundraising. While the event is free, each attendee is suggested to donate to the American Heart Association. “The AHA has done amazing work leading the initiatives to ensure all 911 operators are trained to guide a caller through hands-only CPR,” said Smiley. “Their efforts to bridge the gap from an emergency call to Agenda Item #10 MEDIA ADVISORY PHOTO OPPORTUNITY Media Contact: Ella Carlsson February 8, 2023 ella@redmoodmktg.com | 612.805.0572 the arrival of emergency services increases the chances of survival. Your donation will directly benefit the AHA’s efforts!” No one can predict when a cardiac arrest will exactly occur, but preparedness in such an emergency is critical to saving precious lives. Everyone Can Save a Life event is open to all ages, but CPR training is available for those nine and up. The fire department will have a bouncy house on site for kids and Sparky the Fire Dog will be there to meet and greet and pose for photos. PHOTO/INTERVIEW OPPORTUNITIES: The Long Lake Fire Department is hosting a community hands-only CPR training and fundraising event. Individuals, families and kids will attend to train, take photos with Sparky the Fire Dog and play in the bouncy house. Firefighter Matt Smiley and Kelly Grady, Woman of Impact, can be available for an interview. RSVP to secure a time to Kelly Grady, Red Mood Marketing, 763.218.8788, kelly@redmoodmktg.com WHERE: Long Lake Fire Department 340 Willow Drive N, Long Lake, MN 55356 WHEN: Saturday, February 25, 2023 10 am MEDIA ADVISORY PHOTO OPPORTUNITY Media Contact: Ella Carlsson February 8, 2023 ella@redmoodmktg.com | 612.805.0572 About Long Lake Fire Department ________________________________________________________ Since 1915, it have been our mission to minimize the loss of life and property for its fire service recipients in the cities of Long Lake, Orono, Minnetonka Beach and Medina from fires, natural disasters, life threatening situations including medical emergencies and to assist other emergency agencies. www.longlakefire.org About Radius Track ___________________________________________________________________ Radius Track is the premier source for precision-engineered and -manufactured curved metal parts and framing systems. From the simple to the highly complex, Radius Tracks products are always easy to install, delivered quickly and efficiently, and made with the highest quality standards. From its Crystal, Minn. facility, Radius Track’s engineering and manufacturing experts are here to do the heavy lifting, ensuring their customers can always successfully deliver any project with a curve with one of their products. They continually develop, refine, innovate and problem-solve solutions utilizing the best in design technology, advanced manufacturing practices and a highly responsive partnering approach. Learn more at www.radiustrack.com About AHA Go Red for Women | Women of Impact _________________________________________ Every year across the country, a select group of individuals are nominated to be a part of Woman of Impact because of their passion and drive to make a difference. This 9-week blind competition is relentlessly focused on women’s heart health. Launching on National Wear Red Day, nominees work to build campaign plans, recruit Impact teams, and inspire their networks to support the American Heart Association’s lifesaving mission. At the end of the campaign, this special group of changemakers will be celebrated for their overall impact on the Go Red mission and community. For more information, visit https://www2.heart.org/site/TR/GoRedforWomen/MWA-MidWestAffiliate?pg=entry&fr_id=8556 Planning Department Update Page 1 of 2 February 21, 2023 City Council Meeting TO: Mayor Martin and Members of the City Council FROM: Dusty Finke, Planning Director DATE: February 14, 2023 MEETING: February 21, 2023 City Council SUBJECT: Planning Department Updates Land Use Application Review A) 562 Hwy 55 lot combination – Arul Jothi Ramalingam has requested to combine property at 562 Hwy 55 with an adjacent separate 16.5’ wide strip of property they own to the east. Staff will present to Council on February 21. B) Pioneer Highlands Final Plat – Onyx Investments has requested final plat approval of a four-lot rural subdivision located south of Pioneer, east of Willow Drive. Staff intended to present to City Council on January 17, 2023, but the applicant has requested delay. Staff will present to Council when the applicant is prepared, tentatively at the March 7 meeting. C) Meander Park and Boardwalk – Meander Rd, east of Arrowhead Dr – Medina Ventures had requested PUD General Plan and Preliminary Plat approval for a development to include four residential units north of Meander Rd, and commercial uses south of Meander Rd including a venue, restaurant, daycare, and speculative retail space. The City Council granted PUD general plan and preliminary plat approval on January 17. The applicant has now requested final plat approval. Staff is conducting preliminary review and will present to Council when complete, potentially at the March 21 meeting. D) Cates Industrial Park – Comprehensive Plan Amendment– Oppidan has submitted preliminary plat and site plan review for a 310,000 square foot warehouse/office development east of Willow Drive, north of Chippewa Road. Staff is conducting preliminary review and will schedule for a public hearing when complete, potentially at the March 14 Planning Commission meeting. E) 1225 Maplewood Concept Plan – John and Lisa James have requested review of a concept plan review for a three-lot subdivision. Staff is conducting preliminary review and will schedule for a public hearing when complete, potentially at the March 14 Planning Commission meeting. F) Loram/Scannell Medina Industrial – Loram and Scannell have submitted materials for the City to prepare an EAW for a warehouse/industrial development east of Arrowhead Drive, south of Highway 55, to the south of Loram’s existing facility. The council granted approval of the preliminary plat and site plan review at the February 7 meeting. Final plat review is underway. G) BAPS Site Plan Review – 1400 Hamel Road – BAPS Minneapolis Medina has requested an amendment to their approved site plan review. The applicant has submitted updated architectural information based on the City’s updated regulations pertaining to architectural elements. The applicant has also proposed minor adjustments to the site layout previously approved. The Council reviewed at the November 9 meeting and recommended approval. The Council approved the amended Site Plan Review at the December 6 meeting. The applicant has indicated that they intend to start construction during the spring of 2023. H) 500 Hamel Road Apartment Concept Plan – Medina Apartments LLC has requested review of a concept plan review for development of a 97-unit apartment building at 500 Hamel Rd. The Planning Commission held a public hearing at their August 10 meeting and Council provided comments on August 16. The developer met with neighbors on September 12 and the parties have indicated that they will meet again to discuss the project. MEMORANDUM Planning Department Update Page 2 of 2 February 21, 2023 City Council Meeting I) Hamel Townhomes Final Plat – 342 Hamel Rd – Hamel Townhomes, LLC has requested final plat approval for a 30-unit townhome development. The Council granted final plat approval on August 16. Staff will work with the applicant to finalize documents prior to beginning of construction. J) Ditter Heating and Cooling Site Plan Review – 820 Tower Drive – Ditter Heating and Cooling has requested a Site Plan Review for an approximately 5,000 square foot addition to its building. The application is incomplete for review and will be scheduled for a hearing when complete. K) Pioneer Trail Preserve – This project has been preliminarily approved and the City is awaiting final plat application. Other Projects A) Ongoing litigation – I assisted surveyors with WSB to identify the allowed storage area agreed to within the settlement agreement. WSB is currently working on the legal description and survey. B) Permit software implementation – staff continues to work with OpenGov to set up the system. C) Hackamore Road – staff is preparing agreements with the owners and has received confirmation from several that the city’s offers should be acceptable. Corcoran staff has indicated that they will provide an updated draft of the Joint Powers agreement by February 23 so that Councils can review the week of March 7. The intent is to request authorization to solicit bids at that time as well. TO: Honorable Mayor and City Council FROM: Jason Nelson, Director of Public Safety DATE: February 17, 2023 RE: Department Updates With the weather getting nice we are all getting spring fever!! This past two weeks I have been looking at the noticeable uptick in calls for service to our assisted living and memory care facilities. This past year we continue to see a rise in calls for service and this results not only in additional police response, but also requires fire and rescue as well. You may have noticed this when you received the Hamel Fire Department numbers. For the second year in a row, they have responded to record levels of medicals and those numbers can be related to our assisted living and memory care facilities. I have been working with the facility’s managers to take a closer look at trying to reduce the need for fire and rescue resources. I will keep the council up to date on some possible strategies as I continue to work on this. I have been working with our records management consortium. We knew the product we currently use was nearing end of life and we have been looking at our records management (RMS) options. I have a place holder in the CIP for 2024. We have been having some major issues with the vender and they have not been very responsive to our needs. The consortium is working with others to try and find a cost-effective solution for not only an interim solution but a long-term RMS solution. As things progress, I will be bringing this forward to the council with more information. Patrol: The following are updates of Patrol Officers between February 1, 2023 and February 13, 2023: Citations –35 Warnings – 149 PD Accidents – 4 PI Accidents – 1 Medicals – 14 Falls – 8 Suspicious Calls– 4 Traffic Complaints – 2 Other Agency Assists – 9 Business/Residential Alarms - 7 Welfare Checks - 5 On 02/01/2023 at 0441 hours officer was dispatched to a welfare check at the Wealshire of Medina. Dispatch had received a 911 call from a female who stated she did not know her last name or where she was. It was determined the female was a resident at the memory care facility. Staff was notified of the 911 call. On 02/01/2023 at approximately 2230 hours officer located a vehicle that had partially gone off the road in the area of Primrose Lane and County Road 101. The driver showed indications of impairment from alcohol and was arrested for DWI. Driver later submitted to a breath test which indicated a BAC of .21. Case has been forwarded to the Medina Prosecuting Attorney for charging. On 02/02/2023 at 1315 hours officer was dispatched to a reported injury accident on Highway 55 at Arrowhead Drive. Westbound traffic was stopping for a red semaphore when a vehicle was rear- ended. Driver who rear-ended the vehicle was found to have a revoked driver’s license and was cited for that offense. Driver who was rear-ended was complaining of neck pain and self-transported to the hospital for evaluation. On 02/05/2023 at 0110 hours officer conducted a welfare check of a female found walking along the shoulder of Highway 55. The female reported she was homeless and walking to Wright County from Minneapolis. The female was provided transport to Rockford. On 02/06/2023 officer was dispatched to a theft that had just occurred at Target. Upon arrival the officer learned that the suspect had been confronted by loss prevention at the exit and had left the stolen items and fled in a vehicle. Loss prevention was able to provide a license plate of the suspect vehicle. Officers were able to identify the female suspect by previous contacts with the vehicle. The female will be trespassed from Target at their request. Female has also reported to have been involved in other thefts from other Target stores. Charges pending. On 02/11/2023 at 1610 hours officer responded to take a theft report at Choo Choo Bar in Loretto. Employee reported sometime the previous day someone stole numerous winning pull tab tickets from the pull tab booth. Unknown when the theft actually occurred. The winning tickets had already been marked after being redeemed so had no cash value. On 02/12/2023 officer was dispatched to a juvenile problem in the 3700 block of Lilac Drive. Resident reported someone, believed to be a juvenile, had thrown a snowball at their window on the home. The officer checked the area but was unable to locate the suspect. There was no damage to the window. Investigations: Received a report of a theft from a local business. Suspects both known and identified. Suspected in thefts in six other cities as well, those cities notified. Case filed for charging. Conducted interviews in reference to a child protection report that was received. No claims substantiated. Case closed. Received a report relating to fraudulent eBay activity. Investigation ongoing. Organized our departments training refresher in Standardized Field Sobriety Testing (SFST) and attended the mandated training. There are currently 8 cases assigned to investigations. 1 TO: Medina Mayor and Members of the City Council FROM: Steve Scherer, Public Works Director DATE: February 13, 2023 MEETING: February 21, 2023 SUBJECT: Public Works Update STREETS • The streets are in good winter condition with some being rougher than others from the frost. As to be expected, this will continue until it warms up and the frost begins to thaw. • Feasibility reports are in your packet for: Cheyenne Trail, the Foxberry Farms Area, Meadowwoods Trail and Cherokee Road, Medina Highlands and Clydesdale Trail East, and Pinto Drive (South of Hamel Road). • Staff has met with Corcoran on the Hackamore Road street improvement project, and it appears we’ll begin moving forward at the March 7th meeting. WATER/SEWER/STORMWATER • The media disposal test results for radium and arsenic levels returned with relatively low radium levels so we will be able to safely recycle the spoils in a street project instead of shipping to a disposal site. I expect this to result in a sizable savings for the project. The project is moving along slowly but we should have the first filter back online in a week or so. • Staff continues to work on a recommendation for the sewer connections to Independence. My preliminary discussions are that if Medina is compensated for our share of an upsize, we would be ok with the additional units. We are still working on the cost details. PARKS/TRAILS • The PW crew has been keeping busy in between winter street and trail maintenance with projects like reconditioning several picnic tables, measuring windows for shade replacement, and developing a thorough building maintenance asset inventory. • A contract for court surface work is in your packet for the new courts at Hunter Park, and the tennis and basketball courts at Hamel Legion Park. • The park signs to direct ballfield spectators to the overflow parking available off Mill Street are here and will be installed at Hamel Legion Park first thing this spring. MEMORANDUM 2 MISC • Public Works is attending First Aid/CPR/AED re-certification training on February 16th. • Lisa is in the process of reviewing regulations to ensure the City remains compliant with the Minnesota Pollution Control Agency updates to the hazardous material generator documentation. • Contracts are in your packet for 2023 services such as: brush grinding, street striping, and the road material bid items. ORDER CHECKS FEBRUARY 7, 2023 – FEBRUARY 21, 2023 053986 ANDERSON, JUDITH/SCOTT ................................................. $1,504.77 053987 ASPEN MILLS INC ........................................................................ $85.14 053988 BEAUDRY OIL & PROPANE ................................................... $4,918.49 053989 BLUE CROSS BLUE SHIELD OF MN ................................... $39,050.43 053990 BOYER FORD TRUCKS INC ...................................................... $554.64 053991 CENTRAL HYDRAULICS INC .................................................... $185.69 053992 CHARLES CUDD CO, LLC .................................................... $40,000.00 053993 CONTEMPORARY IMAGES .................................................... $3,181.71 053994 CORE & MAIN LP ....................................................................... $472.97 053995 DPC INDUSTRIES INC ................................................................. $10.00 053996 EARL F ANDERSEN INC ............................................................ $543.30 053997 FERGERSON WATERWORKS #2158 .................................... $1,146.56 053998 GOPHER STATE ONE CALL ........................................................ $54.00 053999 HAMEL LUMBER INC ................................................................... $30.99 054000 HAWKINS INC. ......................................................................... $2,869.76 054001 HENNEPIN COUNTY ATTORNEYS OFF ................................ $2,887.12 054002 HENN COUNTY INFO TECH ................................................... $2,407.07 054003 MATTHEW E HUNZ .................................................................... $645.96 054004 JIMMY'S JOHNNYS INC ............................................................. $130.00 054005 KANEKAL, ASHA ........................................................................ $500.00 054006 KRIS ENGINEERING INC ........................................................ $5,166.84 054007 LEAGUE OF MN CITIES INS.TRUST .................................. $141,030.00 054008 LEAGUE OF MN CITIES INS.TRUST .................................... $99,607.00 054009 LEXISNEXIS RISK DATA MGMT INC .......................................... $37.00 054010 CITY OF MAPLE PLAIN ........................................................... $1,315.88 054011 MATHESON TRI-GAS INC ........................................................... $40.98 054012 METROPOLITAN COUNCIL .................................................... $2,460.15 054013 METROPOLITAN COUNCIL .................................................. $36,562.86 054014 METRO WEST INSPECTION ................................................ $12,270.52 054015 MN MANAGEMENT OF BUDGET ........................................... $1,049.36 054016 NAPA OF CORCORAN INC ..................................................... $1,042.77 054017 NELSON ELECTRIC MOTOR REPAIR ...................................... $300.00 054018 NORTH MEMORIAL .................................................................... $400.00 054019 NUSS EQUIPMENT GROUP LLC ........................................... $1,800.11 054020 ODP BUSINESS SOLUTION LLC ............................................... $152.89 054021 CITY OF ORONO ..................................................................... $5,762.99 054022 PREMIUM WATERS INC .............................................................. $55.49 054023 QUE TAL LANGUAGE PROGRAMS .......................................... $475.00 054024 SHANK CONTRACTORS INC ............................................. $400,814.50 054025 SOLUTION BUILDERS INC ..................................................... $3,975.89 054026 STREICHER'S ............................................................................... $29.99 054027 SUN LIFE FINANCIAL ................................................................. $720.20 054028 TALLEN & BAERTSCHI ........................................................... $2,831.54 054029 THE DOCK DOCTORS ............................................................ $1,740.71 054030 TIMESAVER OFFSITE ................................................................ $514.75 054031 TIMM'S LUMBER AND SAWING INC ...................................... $1,210.00 054032 VESSCO, INC.............................................................................. $330.98 054033 VIRIDIAN WEAPON TECHNOLOGIES ...................................... $294.00 054034 WESTSIDE WHOLESALE TIRE ................................................. $358.50 Total Checks $823,529.50 ELECTRONIC PAYMENTS FEBRUARY 7, 2023 – FEBRUARY 21, 2023 006721E AFLAC ......................................................................................... $491.08 006722E CENTURYLINK ........................................................................... $271.25 006723E CULLIGAN-METRO ...................................................................... $36.50 006724E FRONTIER .................................................................................... $57.88 006725E FURTHER................................................................................. $3,387.85 006726E PR PERA ................................................................................ $20,073.23 006727E PR FED/FICA ......................................................................... $19,711.81 006728E PR MN Deferred Comp ............................................................ $3,357.00 006729E PR STATE OF MINNESOTA .................................................... $4,380.45 006730E CITY OF MEDINA ......................................................................... $23.00 006731E FURTHER................................................................................. $2,177.39 006732E MEDIACOM OF MN LLC ............................................................. $994.95 006733E PAYMENT SERVICE NETWORK INC ..................................... $1,267.20 006734E CULLIGAN-METRO ...................................................................... $36.50 Total Electronic Checks $56,266.09 PAYROLL DIRECT DEPOSIT FEBRUARY 15, 2023 0512506 MILINKOVICH, JACOB ............................................................... $777.75 0512507 WIESE, TANNER L ..................................................................... $688.65 0512508 ALTENDORF, JENNIFER L. .................................................... $1,164.22 0512509 BARNHART, ERIN A. ............................................................... $2,848.59 0512510 BOECKER, KEVIN D. ............................................................... $2,893.84 0512511 CONVERSE, KEITH A. ............................................................ $2,181.23 0512512 DEMARS, LISA ........................................................................ $1,745.05 0512513 DION, DEBRA A. ...................................................................... $2,177.35 0512514 ENDE, JOSEPH ....................................................................... $2,180.15 0512515 FINKE, DUSTIN D. ................................................................... $3,085.65 0512516 GLEASON, JOHN M................................................................. $2,213.72 0512517 GREGORY, THOMAS .............................................................. $2,141.29 0512518 HALL, DAVID M. ....................................................................... $2,221.58 0512519 HANSON, JUSTIN .................................................................... $2,636.18 0512520 JACOBSON, NICOLE ................................................................. $978.88 0512521 JOHNSON, SCOTT T. .............................................................. $2,980.12 0512522 KLAERS, ANNE M. .................................................................. $1,729.57 0512523 LEUER, GREGORY J. ............................................................. $1,916.61 0512524 MCGILL, CHRISTOPHER R. ................................................... $2,026.65 0512525 MCKINLEY, JOSHUA D ........................................................... $2,186.36 0512526 MYHRE, JORDAN J ................................................................. $2,435.52 0512527 NELSON, JASON ..................................................................... $3,013.17 0512528 RATKE, TREVOR J .................................................................. $1,895.27 0512529 REINKING, DEREK M .............................................................. $2,437.53 0512530 RUCKE, MARIA ........................................................................... $406.78 0512531 SCHARF, ANDREW ................................................................. $2,444.91 0512532 SCHERER, STEVEN T. ........................................................... $2,700.79 0512533 VINCK, JOHN J ........................................................................ $1,934.39 0512534 VOGEL, NICHOLE ................................................................... $1,051.81 0512535 WALKER, CAITLYN M. ............................................................ $2,034.66 0512536 BURSCH, JEFFREY ................................................................ $1,062.41 Total Payroll Direct Deposit $62,190.68